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September 26, 2006 Agenda ORDERS OF THE DA Y FOR TUESDA Y: SEPTEMBER 269 2006 AT 9:00 A.M. PAGE # ORDER 1 st Meeting Called to Order 2nd Adoption of Minutes - meeting September 12, 2006 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATIONS: 2-4 9:05 A.M. Bob Habkirk and Barb Murray, MedQuest Camp 2006 Final Report (attachment) 9:30 A.M. David Murphy, Architect, Murphy and Murphy, Redevelopment of Terrace Lodge (please bring your copy of the proposed design plans delivered to your home earlier in the week) 20 6 Council Photo will be taken followin the 9:30 A.M. P..esentation (rain date November 14,2006) Motion to Move Into "Committee Of The Whole Council" Reports of Council, Outside Boards and Staff Council Correspondence - see attached 1) Items for Consideration 2) Items for Information (Consent Agenda) OTHER BUSINESS 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th In-Camera Items (see separate agenda) 10th Recess 11 th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By-Laws 14th ADJOURNMENT 5th 5-40 6th 7th 41-48 49-52 8th September 28, 2006 October 1-4,2006 LUNCH WILL BE PROVIDED County/City Joint Council Meeting AMO 2006 Counties, Regions and Single Tier Municipalities, and District Social Service Administration Boards Annual Conference Delta Pinestone Resort, Haliburton County of Elgin, City of St.Thomas, County of Oxford and all members of each respective Council July 31, 2006 Dear Funding Partners: Report on the Medquest 2006 Camp July 17 - 21, 2006 Elgin/StThomas/Oxford first Medquest Camp, sponsored by UWO and the Schulich School of Medicine along with the City of St. Thomas and the Counties of Elgin and Oxford, was a great success. As well, we must mention the very generous contribution of Fanshawe College in donating their StThomas facility for the Camp and students. Much planning was put into this wonderful opportunity for these funding partners to become involved. We are extremely fortunate to have been offered the opportunity by Doctor Tom Lacroix, Assistant Dean of Medicine. Several video and personal presentations were mpde to discuss the benefits of this medical themed camp. It didn't take much for everyone involved to understand that this is a great recruitment tool for future generations in the pursuit of a career in medicine as a health professional. The first step in this Medquest 2006 project was to have the committed financial support from the City and County Councils. A meeting was held last fall in the StThomas Elgin General Hospital with a wide variety of interested folks from the medical staff, representatives from the education system, interested citizens and a group of provider organizations. From this meeting funding was sought after which High School Guidance Councilors at Parkside, Central Elgin, Arthur Voden, West Elgin, East Elgin and St. Joes were sent the information necessary to spark the interest of kids in grades 10 and 11, with science backgrounds having an interest in any medical field. The invitation was extended to Tillsonburg's Glendale High School as there are students living in Elgin County attending there. Several of those Glendale students applied, however they resided in Oxford County. A decision was made to share our camp with these students as well as to offer four First Nations students a space in the camp. Three very organized and capable second Year Medical Students from UWO were chosen as our Medquest 2006 Camp Councilors. Paul Martin from Central Elgin, Rebecca Charbonneau from Chatham and Jessica Ratcliffe from Montreal did a fine job! 1 They also spent five weeks prior to the camp in summer electives throughout your local hospitals and in family practice sites while they planned the details of the camp. One important component of the camp and perhaps the highlight of the week for some of those involved was the Mock Disaster held at the St. Thomas Municipal Airport on Wednesday July 19th thoughtful strategic planning went into this County wide disaster exercise. Four meetings were held at the Airport and Dale Arndt Manager of the Air Port kindly offered his expertise and the venue for the exercise. Representatives from Central Elgin Volunteer Fire Department who were the host and lead Department using the Yarmouth Station as the kick off point along with representatives and observers from many other services. Aylmer Fire Department, City of St. Thomas Fire Department, Thames Valley EMS, St.Johns Ambulance, Elgin County OPP& media liaison representative, St. Thomas Elgin General Hospital, Elgin StThomas Health Unit, St. Thomas Police Services, Elgin County Emergency Planning Department, Red Cross, Victim Services, other observers and students from Fanshawe EMS Program all took part in the exercise. The disaster scenario was a helicopter had crashed into a school bus. The campers were the victims and meticulously, each camper was in full make up for their particular injury. The Councilors provided each camper with an injury, or death, a day or two before the disaster to give them time to get into the role. There was good local and area Media coverage which included the A Channel news, Rogers, St. Thomas T-J, Aylmer Express and the Port Stanley paper. Victim Services provided a skilled debriefing session for each camper/victim and others involved as a part of the mock disaster reality theme. The three Medquest Councilors Jessica, Paul and Rebecca hosted a fine B B Q immediately after the disaster, with Peter Charlton's Quality Meats donating hot dogs for everyone. Events of the day were of benefit to all members of our EMS services and the community in general. A wrap up meeting is scheduled for August 29th to discuss the event, what went well and what as a planning group could be improved upon. Many topics were brought to light for the campers, from undergrad opportunities and patient confidentiality, to casting and radiology. One of the mannequins used for demonstration was a pregnant mother and each Camper got to simulate a delivery. There were two half-day clinical placements arranged for each camper with the full cooperation of the hospitals in StThomas, Tillsonburg and with local Doctors. 2 The students were required too and did an essay, poem, song or overall project and filled out a detailed surveyor 5. Speed interviews and exit interviews wrap up the session before the Graduation Ceremonies. Acting Warden Sylvia Hofuis made a brief statement on behalf of Elgin County along with valuable personal insight as the wife of a Family Physician. The Warden of Oxford County made many favourable comments as well. The Mayor of Tillsonburg Stephen Molnar was also in attendance along with many of the parents and siblings of the campers. Mayor Jeff Koehler had sent his greetings and also expressed his regrets at being unable to attend. Scholarships and trophies were presented to three of the campers and other individual rewards and honourable mentions were announced. Medquest 2006 was a wonderful experience for the Campers and for the three funding Communities. Thanks to all of those who gave their time and expertise in making this Camp a great success. Of course, the financial aspects of this successful Medquest 2006 camp will be available to the funding partners, as Elgin County had taken on the task of invoice payment for those funding partners. Each partner will receive a copy when the invoices are all settled. Thank you once again for the insightful cooperation and financial support for this project in providing and enhancing local opportunities for our youth to choose a career in medicine as a health professional. Barb Murray Bob Habkirk Barb Murray Physician Recruiter St. Thomas Elgin General Hospital 189 Elm Street St. Thomas Ontario N5P 3W2 519-631-2030 ext. 2872 bmurray@steq.on.ca Aylmer and East Elgin Health Recruitment 212 Sydenham Street East Aylmer Ontario N5H 1 L9 519-773-3034 bhabkirk@amtelecom.net 3 n':!: ~ ..-;t. o Z :J o c:::: C) REPORTS OF COUNCIL AND STAFF September 26.2006 Councillor Reports - (ATTACHED) 6 Warden Paul Baldwin - Annual Report for St. Thomas Elgin General Hospital 8 Councillor Dave Rock - Annual Report for Elgin-St. Thomas Health Unit 12 Councillor Sylvia Hofhuis - Annual Report for St. Thomas-Elgin Public Art Centre Staff Reports - (ATTACHED) 14 Director of Senior Services TIL, Director of Engineering Services, Chief Administrative Officer - The Redevelopment of Terrace Lodge 16 Purchasing Co-Ordinator - Semi-Annual Information Report - Contract Awards (January 1-July 31,2006) 20 Purchasing Co-Ordinator - Contracting Electricity Prices Through Purchasing Group 23 Director of Cultural Services - West Lome Library Proposed Expansion 25 Museum Curator, Manager of Cultural Services - Operational Policies for Elgin County Museum 34 Museum Curator, Manager of Cultural Services - Official Opening and Exhibit Room Hours of Elgin County Museum 37 Manager of Cultural Services - Tweedsmuir History Digitization Project Funding 39 Director of Library Services - Cultural Services Implementation Construction Technologist, Purchasing Co-Ordinator - Tender Award - Replacement of Flooring - Terrace Lodge Contract # 5920-06-01 2006 Report to Elgin County Council Re: St. Thomas-Elgin General Hospital From Paul Baldwin, Board Rep. for County of Elgin September 15,2006 Minister George Smitherman delivered an additional $4.54 M to the base funding of STEGH, effective 2006. This increase is the result of the report of Paul Davies, Ministry- appointed Coach, and the culmination of years of deficits, cuts, anguish, and negotiations. The $4.54 M is one piece of the latest and final plan to address the deficits that have plagued the Hospital since the early '90s, the others being a further reduction of 10 staff positions and additional schemes to reduce costs and increase revenue. No beds will close: no services will be lost. Deficits and Demands In the early '90s, the Harris government cut base funding to STEGH, 6% in the first year, more thereafter. Staff and service cuts were made, but from then until now, STEGH has had an annual deficit and an increasing debt. In '05, the Ministry demanded that our hospital (and 11 others) file plans to eliminate their deficits and sign a Hospital Accountability Agreement guaranteeing a balanced budget by '07/'08. This was a challenge was at year's end '05, the deficit was $7.7M. Deloitte In December, 2005, with Ministry direction and Board concurrence, the consulting firm, Deloitte, assigned a team to STEGH and began an in-depth review of hospital operations. The result was recommendations that did not eliminate services but that hived some $3.5M from the annual budget and cut 52 jobs. Reorganization, retirements, and releases followed. Stress grew and morale naturally suffered. The Coach Not satisfied with the halfloafbaked by Deloitte, the Ministry appointed Paul Davies, a hospital administrator from Bruce County, to reassess Deloitte's recommendations and seek additional savings and revenue. The Coach was at STEGH in June and July and filed his report in late July. As you might expect, this process involved both scrutiny and intense negotiations, the Board and Hospital Administration acceding to suggestions that would further alter the organization but arguing that STEGH was underfunded and required a significant increase in its base budget if it were to maintain services. That funding came Friday in the Minister's announcement. A New Beginning Given acceptance of the Coach's Report and conditions that will allow the Board to sign the Hospital Accountability Agreement, STEGH is now positioned to move in a more positive direction. The structure will be leaner; the operations will be more standardized; certain charges will be more reflective of market costs than they have been. Hopefully, as the heat is reduced, the turmoil will abate and staff will find themselves in a much more stable work environment. Morale will improve. Meanwhile, the Hospital functioned in a professional and caring manner. The accreditation process resulted in positive feedback from Ministry Quality Assurance Auditors and the awarding of a 3 year Accreditation Agreement. The Board continued its implementation of the governance practices adopted from the Carver model and coached by Jan Moore. Community Conversations - termed Board Linkages in Jan Moore's model- were held in Wallacetown and Aylmer with some 30 local "owners" at each event. I was at the 2 hour session held in Aylmer. There was considerable praise of both services and staff at STEGH but also some positive criticism, all of which will be returned to the Board in a report early next year. And dialogue was initiated with the SouthWest LHIN, all to better understand its role, its working, and its expectations of our partnership. Beds As you are aware, the Hospital Foundation launched a $IM campaign to replace the old beds of STEGH. As Foundation Directors and staff worked to highlight the need and encourage support, frontline nursing staff assessed the newer beds now available and made recommendations. The new model costs approximately $10,000 apiece and to date 71 have been delivered. The Foundation is thankful of Elgin's expected support and with our help expected to reach their goal in this campaign this fall. Finally, In his remarks last Friday, Minister Smitherman noted that the MOHL TC is now responsible for the wise investment of 50 cents of every dollar raised by Ontario taxes, that the system - the Hospital, CCAC, health care workers and agencies - must work smarter if we are to meet the challenges of a healthy future, and that change is the new normal. STEGH is a part of all that. Burdened by a deficit and both a building and an organization not fully geared to current realities, the Board, Administration, and all staff have laboured in 2006 to continue to offer the care we should and are expected to provide while also striving for the clean air of a balanced budget. We have gasped many times but now, on a footing of fair funding, have ourselves firmly planted, our heads above water. The next challenges are, of course, to work within this budget, to strive to improve services and morale, and to cope with the demands for constant change, the new norm. Annual Report Of Elgin St. Thomas Health Unit To County of Elgin September 2006 INTRODUCTION The Elgin-St. Thomas Health Unit is pleased to provide the following report related to its activities in 2006. The Health Unit is a team of professionals who are dedicated to building a healthy community by promoting and supporting the health of the people who live, work, and play in Elgin County through the delivery of effective public health programs and services. Listed below are just a few highlights of the many programs and services we offer in Elgin County. The highlights are divided into two main program areas: health promotion and health protection. We are proud of our achievements this year and appreciate the opportunity to share these highlights. Thank you to the County of Elgin for their continued support! HEALTH PROMOTION HIGHLIGHTS In promoting the health of Elgin County residents, the goal of the Health Promotion programs and services is to increase the length and quality of life by reducing sickness and death associated with chronic diseases like cancer and heart disease, injuries and substance abuse and by promoting the health of children, youth and families. ~ Over the past 7 months, our ambitious health promotion staff: . Responded to about 10,000 telephone, drop-in and e-mail requests for advice and information . Provided about 55 prenatal classes, for both adults and adolescents, across the County . Provided 31 smoking "quit classes" in the community and in workplaces . Made 1,500 home visits to families with babies and young children . Offered 116 parenting sessions, including breastfeeding support clinics . Gave 185 presentations to school classes and groups in Elgin, reaching about 6,500 people on a variety of topics . Hosted or participated in 93 community events or public displays . Screened about 2,400 children for oral health problems and treated 179 children with urgent dental needs under the Children in Need of Dental Treatment Program That's on top of many other educational, partnership and advocacy activities, along with the 1,570 hours of service provided by our great volunteers. ~ Along with our partners involved in the Elgin Safety Team, we developed and implemented an "Aging with Vitality" series for seniors. A series was offered in St. Thomas, Aylmer and Rodney. The purpose of this program is to provide information on a number of issues that affect the independent living capacity of seniors; for example, regular activity, home safety and healthy eating. This pilot program has been well received and in some cases, has resulted in participants deciding to form an exercise group and continue with monthly meetings. 2 ~ At the end of 2006, Public Health Nurses visited 23 Primary Health Care Provider offices. We spoke to physicians, midwives, nurse practitioners, nurses and other office staff and promoted the Your Pregnancy & Baby Care Guide packages and quit smoking resources. We were generally well received and most offices requested more resources. ~ Health Unit staff are involved with the Thames Valley Neighbourhood Early Learning Program (TVNELP) in a number of schools across the county, assisting in the first of four sessions that prepare the future JK students for elementary school. The session we participate in is on Healthy Living. Students, parents and grandparents attend. ~ Arthur Voaden drama students performed "Just Another Saturday Night" for West Elgin Secondary School, Parkside, East Elgin Secondary School and Arthur Voaden Secondary School. The play was about a teen party that gets out of hand. Approximately 1400 students and staff saw the play. The play was followed by a question and answer period and a lunchtime display. The St. Thomas Chapter of MADD and the Community Service Officers from the Aylmer Police Dept., St. Thomas Police Dept. and the Elgin OPP participated in these follow-up activities. The play was videotaped, and copies have been made available to schools for future use. Police service donations helped make this initiative possible. ~ Healthy at Heart Elgin launched a grant program for community partners. In 2006, $5,800 was made available for distribution with each program eligible to receive a maximum of $750. Projects had to encourage people to do any or all of the following: eat healthy, be physically active, and be smoke-free. We received requests for almost $10,000 from 14 applicants. Two examples of awarded grants include West Elgin Community Health Centre - funding for a women's health night and East Elgin Community Complex - funding for a healthy living fair as part of their co-ed youth ball hockey tournament. ~ The Smoke Free Ontario Act came into effect May 31,2006. The Health Unit was given enforcement responsibility under this new legislation. Prior to the implementation of this Act, we implemented a local communication campaign, in conjunction with provincial media ads. Our campaign included distribution of information packages to workplaces, tobacco retailers and licensed restaurants and bars in Elgin County. As well, community meetings for tobacco retailers and licensed restaurants/bars were hosted in 3 county locations. An information hot line was also set up. Inspections of affected premises have been a priority over the last few months. We have found that most premises have been very cooperative in complying with the new legislation. HEALTH PROTECTION HIGHLIGHTS ~ The goal of Health Protection programs is to reduce or eliminate infectious diseases. Infectious diseases represent constant new challenges to public health's role as new organisms emerge as causes of disease. Surveillance, case finding, contact tracing, immunization, infection control and risk assessment are all important components in controlling infectious diseases. 3 }- Specific programs are directed at controlling the potential for infectious disease in food and water. In addition, programs are directed at specific disease control requirements for tuberculosis, rabies, vaccine preventable diseases, and sexually transmitted diseases including AIDS. Infection Control defines requirements for assuring that effective infection control techniques are in place in institutions, day cares and personal service settings. }- Sexual health programs are directed at decreasing the rate of teenage pregnancy, increasing access to contraception for those who have need, and increasing the awareness and knowledge about personal responsibility and life skills required to deal with sexual relationships. }- In the past year, the Health Protection staff has been challenged to provide a number of program and service activities to address situations that pose a threat to the health of the people of St.Thomas and Elgin County. These activities include: · Providing 7681 doses of influenza vaccine to residents of St. Thomas and Elgin County at 17 community clinics held in the fall of 2005; · Providing active surveillance for evidence of West Nile Virus activity in mosquito larvae, adult mosquitoes, birds and humans that would potentially trigger a need for adulticiding or increased larviciding; · Coordinating a larviciding program in St. Thomas and Aylmer in July and August 2006; · Communicating West Nile Virus prevention and protection strategies to the public; · Preparing for the proposed download of responsibility for inspections of small drinking water systems where the public can access drinking water from a non- municipal water system; · Responding to water sample reports indicating high levels of bacteria at some Elgin County beaches and communicating to the public the potential health risks associated with swimming in these recreational waters; · Investigating 24 outbreaks of infectious disease affecting hundreds of staff and residents of long term care facilities, hospitals and child care settings in 2005; · Ensuring food premise operators as defined under the Food Premise Regulations are in compliance with accepted public health practices for food handling; · Providing Food Safe Courses and certifying 91 people as Certified Food Handlers at 6 courses in 2005; · Adapting our Food Safety Program as a result of amendments to the Ontario Food Premises Regulation concerning community food events and farmers' markets; · Providing advice to the steering committee of the Revitalization of the Horton Street Market project; · Participated in a Canadian Food Inspection Agency recall of bean sprouts in local supermarkets, restaurants and other food premises as a result of a province-wide Salmonellae outbreak investigation · Providing clinical services to 455 individuals attending Sexual Health Clinics; · Providing clinical services to 153 individuals attending Sexually Transmitted Infections Clinics; 4 . Investigating an average of 360 animal bite cases, some being high profile in regards to public attention, each year and issuing rabies post exposure treatment to 24 people in 2005; . Responding to an increased number of bat exposures and communicating to the public the risk of rabies infection from bat exposures; . Preparing a Pandemic Plan and participating in Emergency Response Exercises with our community partners; . Receiving approval for three medical directives to allow Health Protection staff to respond to the needs of clients using Sexual Health Services more promptly; . Promoting and administering non-mandatory but publicly funded Hepatitis vaccine for 900 students in Grade 7; . Promoting and administering non-mandatory but publicly funded Meningococcal Meningitis vaccine for 765 students in Grade 7; . Immunizing 455 individuals at the weekly immunization clinics held at the Health Unit office in St. Thomas and 178 individuals attending the monthly clinic held in Aylmer; . Screening 126 individuals for tuberculosis infection; . Divesting the Health Unit's involvement in the delivery of the Part 8 Program under the Ontario Building Code. ~ While it has been a year of challenges and learning, we were grateful for the excellent working relationship we have with community partners such as the St. Thomas Elgin General Hospital, long term care facilities, physician practice settings, emergency service workers, municipal authorities, educators, and other ministry officials. 5 2006 Summary - St. Thomas-Elain Public Art Centre Exhibitions Programming: Six major exhibitions have been programmed for our main exhibition gallery space in 2006. These exhibitions predominantly featured mid-career and senior artists from the Southwestern Ontario region. In addition Great Beginnings presented works from 24 primary and secondary schools in Elgin County. This program has become a huge success, attendance has doubled and it will continue to be a major bi-annual event. The National Student Art Competition, now an annual project, features and promotes juried work from students graduating from a College or University in Canada. This year we received applications from as far away as Alberta and New Brunswick. This is the only project of its kind in Canada to support and profile graduating students work. We have also featured emerging artists from the region in our versatile Studio Gallery space and currently have an artist-in-residence program established to bring practicing artists and the public together to help raise the awareness and understanding of the visual arts in the community. Special Event Programming: The Art Centre continues to partner with the Downtown Development Board and the Elgin-St. Thomas Tourism Association to feature the Banner Project that has become a highly anticipated annual arts project. During 2006 we have sponsored several innovative multi-arts events including lectures, performance, music and dance with the intent of developing greater opportunities for the public to access innovation and new directions in the arts. An upcoming October event entitled The Healing Palette: Art As Expression of Spirit will present a workshop and exhibition and is a project created by and for people with mental illness in partnership with St. Joseph's Health Care Centre. Education Programming: Response to our educational programs has increased dramatically this year. Free curriculum- based tours and workshops for elementary and secondary students in the County are extremely popular. Large selections of children's arts programs are available throughout the summer as well as fall and winter art classes for both children and adults. An innovative new art-book program created in partnership with the St. Thomas Public Library, called Doorways, was piloted this year. This program is designed to help develop literacy skills, through the visual arts, for Grade 2 level students. This has been so successful that it will be a featured presentation at the upcoming Ontario Museums Association conference in Owen Sound. Permanent Collection: Several major new acquisitions have been added to our Permanent Collection of well over 800 works. We have initiated a four month rotating exhibition program in the Timken Gallery to increase the visibility and awareness of the Collection. This will allow us to increase public exposure of the collection by 200 to 300%. Community Partnerships: Downtown Development Board, Elgin-St.Thomas Tourism Association, Capitol Theatre, YWCA, St. Thomas Public Library, St. Thomas Elgin Community Services, Employment Services Elgin, St. Joseph's Health Care London-St. Thomas Centre, Thames Valley District School Board, London District Catholic School Board, Oneida Nation, CASO Station and North American Railway Hall of Fame, Donald F. Roughley & Assoc. Inc., lronhorse Festival, Arts Management Program (UWO), Elgin County Archives. New Directions: A number of new ventures are proposed for 2007. Youth and seniors programming will be developed to specifically fill existing gaps and help enrich the lives of this significant population. A young artist's support group will be established to provide greater opportunities and incentive for our creative youth to stay in the community. An increasing number of programs will be developed to place art and arts activities out in the public domain of St. Thomas and Elgin County. Larger emphasis will be put on projects that include increased participation throughout Elgin County and provide greater opportunities for county-wide involvement and input. Greater partnership with other arts and culture organizations in St. Thomas and Elgin County will be a high priority with an ultimate goal of establishing an Elgin-St. Thomas Arts Council in the near future. We are grateful for the support we have received from the County of Elgin and look forward to opening up new opportunities for partnership and county-wide program development. Sincerely, David Bobier Executive Director/Curator REPORT TO COUNTY COUNCIL FROM: Rhonda Roberts, Director of Senior Services T/L Clayton Watters, Director, Engineering Services, and Mark McDonald, Chief Administrative Officer DATE: September 14th, 2006 SUBJECT: THE REDEVELOPMENT OF TERRACE LODGE Introduction: The Architectural Firm of Murphy and Murphy, along with other associates, will present the Design Report on the options for the redevelopment of Terrace Lodge, at the September 26th, 2006 meeting of Elgin County Council. The purpose of this report is to recommend ways to move forward with the information presented. Discussion: The report from Mr. David Murphy recommends Option Two, the construction of a new building to the south, attached to the existing facility. The estimated cost of constructing and occupying the proposed new facility exceeds $33M in 2007 dollars. Obviously, this is a huge undertaking, especially when Ministry of Health funding is not currently available for class "C" facilities. However, all journeys commence with a first step and County Council took that step this year by allocating $250,000 to a reserve for Terrace Lodge. It is recognized that a long- term financial plan must be developed in order to make any redevelopment a reality. It is also noted that Ministry funding would be required for such an undertaking. Furthermore, more favourable construction prices would help accelerate the project. There may be an opportunity to recoup some of the costs by renovating the vacated Terrace Lodge and providing service on a continuum of care basis. Often facilities that provide a mix of services are able to offset costs with profit centres such as assisted living. Conclusion: A major planning document on the redevelopment of Terrace Lodge will be presented to Council by Murphy and Murphy Architects and their associates on September 26th, 2006. The information will inform the next steps in the process. In order to build on the momentum previously established the following recommendations are presented for Council's deliberation. 2 Recommendation: THAT the Design Report on the redevelopment of Terrace Lodge be received for information purposes: and, THAT Option Two in said report, the construction of a new building to the south, be approved in principle as the preferred option: and, THAT staff be directed to develop a long-term capital plan to finance the eventual construction of the new facility for consideration by the in-coming Council in 2007; and, THAT said financial plan consider alternative uses for the vacated facility, such as assisted living in the continuum of care philosophy; and, THAT this and future Ontario Governments be lobbied by County Council to consider funding the redevelopment of "C" facilities to help meet the needs of Ontario residents now and in the future. ALL of which is respectfully submitted, Respectfully Submitted Approved for Submission ~~ Rhonda Roberts, Director of Senior Services T/L. (J;M~. Clayton Watters, Director, Engineering Services. REPORT TO COUNTY COUNCIL FROM: Sonia Beavers, Purchasing Co-ordinator DATE: 15 September 2006 SUBJECT: Semi-Annual Information Report - Contract Awards (January 1, 2006 to July 31, 2006) INTRODUCTION As per the County of Elgin's Procurement Policy 10.1 , an information report containing the details relevant to the exercise of delegated authority for all contracts awarded that exceed $5,000 including amendments and renewals is to be prepared and reported to Council on a semi-annual basis. DISCUSSION I CONCLUSION: The Council of the Corporation of the County of Elgin delegated authority to the Directors to award contracts as follows a) value of contract is greater than $5,000 but less than $50,000, no report to Council required if within 10% of the approved budget allocation, b) value of contract is greater than $50,000 but less than $100,000, no report to Council required if within approved budget. However, Council also approved that a semi-annual information report would be brought forward containing details of the award of contracts including amendments and renewals. The details of the award of contracts is attached as Appendix A. RECOMMENDATION: THAT the Semi-Annual Information Report - Contract Awards (January 1, 2006 to July 31, 2006 be received and filed. Respectfully Submitted ~~~fl Sonia Beavers Purchasing Co-Ordinator Mark G. aid Chief Administrative Officer 1 APPENDIX A Purchases greater than $5.000 but less than $100.000 January L 2006 to July 31, 2006 Department Budget Project Award Bid Price Allocation (includes taxes) Admin Services Operational A VLI GPS System Grey Island $ 7,944.00 for Ambulance Systems Inc. Bobier Villa MOH Fundinq Hi-low beds Stryker Bertec $ 6,872.00 Bobier Villa High Intensity Low Ai r Loss KCI $ 6,000.00 Needs Mattress Bobier Villa High Intensity Low Air Loss KCI $ 6,000.00 Needs Mattress Bobier Villa High Intensity Low Ai r Loss KCI $ 6,000.00 Needs Mattress Bobier Villa High Intensity Low Air Loss KCI $ 6,000.00 Needs Mattress Bobir Villa High Intensity Low Ai r Loss KCI $ 6,000.00 Needs Mattress Bobier Villa High Intensity Low Air Loss KCI $ 6,000.00 Needs Mattress Engineering Capital Fence and Oscar Temple $ 17,242.62 Sidewalks Terrace Lodqe Engineering Capital Electrical work in Koolen Electric $ 7,751.08 Tub rooms and HV AC system at Terrace Lodqe Engineering Capital Install controls to Johnson Controls $ 17,876.49 HV AC units at Terrace Lodqe Engineering Capital Repairs to Hollandia Pools $ 23,315.30 Swimming Pool at Terrace Lodqe Engineering Capital Supply & Install Climate Control $ 47,133.50 two HVAC units and duct work at Terrace Lodge 2 APPENDIX A Purchases greater than $5,000 but less than $100,000 January 1, 2006 to July 31, 2006 Department Budget Project Award Bid Price Allocation (includes taxes) Engineering Capital Supply and Install Broer $ 18,871,51 Platforms for HV AC Units at Terrace Lodge Engineering Capital Hook Up Heat Ambrose $ 7,862.10 pumps Engineering Operational Repair walls CD Drywall $ 8,526.12 Construct Chase enclosure - Adm. Buildinq Engineering Capital Heat Pump Carrier Sales $ 9,775.00 Replacement (5) Engineering Capital New ceilings in CD Drywall $ 14,305.64 tubrooms at Terrace Lodqe (4) Engineering New Elgin Storm swale ditch Streib Trucking $ 6,206.00 Manor Building excavation Elgin Fund Manor Engineering Operational Remove and Westelaken Yard $ 7,405.69 Dispose 423 yards Works existing lawn, re- grade and install new sod Engineering Capital Air Handling Units Eng. Air $ 25,132.10 for Terrace Lodge Engineering Capital Electrical - R.A. Barnes $ 6,677.25 renovations Adm. Bldinq Engineering Capital Painting Various HD Decorating $ 10,928.28 rooms at Terrace Lodge Engineering Capital Labour, Equip, Streib Trucking $ 31,577.84 material Glen Erie Culvert 3 APPENDIX A Purchases greater than $5,000 but less than $100,000 January 1, 2006 to July 31, 2006 Department Budget Project Award Bid Price Allocation (includes taxes) Engineering Capital Repairs to Cooling Climate Control $ 9,624.65 Tower-Adm. Building IT Insurance will IT Equipment for Protek $ 13,934.41 reimburse West Lome Library IT Operational Software Assurance Sage Software $ 6,434.95 ACCPAC IT Operational Laserfische Audit IKON $ 8,608.90 Trial IT Insurance will IT Equipment for Protek $ 9,963.42 reimburse West Lome Library IT Capital IT Equipment Protek $ 13,665.29 IT Capital IT Equipment Corporate IT $ 7,843.81 IT Capital UPS Protek $ 22,545.75 Library Services Capital Relocation of AMJ Movers $ 8,783.16 Museum Library Services Operational Internet Service Micromedia $ 6,314.07 ProQuest Terrace Lodge Capital Card Access RMB $ 22,012.94 Communications Terrace Lodge High Intensity Low air loss KCI $ 6,000.00 Needs mattress Terrace Lodge MOH Lift 5M track installed Arjo $ 17,913.00 Funding for ceilinq lifts 4 REPORT TO COUNTY COUNCIL FROM: Sonia Beavers, Purchasing Co-Ordinator DATE: September 15, 2006 SUBJECT: Contracting Electricity Prices through Purchasing Group CORPORATE GOALCS) REFERENCED: To ensure fiscal responsibility and accountability. To recognize and seize opportunities for improvement. INTRODUCTION: For many years, the County of Elgin has been a joint partner in the Elgin-Middlesex- Oxford Purchasing group, (EMOP). The EMOP group is comprised of many non-profit and government services with the common desire to purchase various commodities and items at the lowest possible price. The group remains an effective way to lower costs. The combined amounts that are purchased as a whole enables tenders to be rendered and contracts to be compared to ensure that all participants are receiving good service and products from their suppliers. DISCUSSION: The County of Elgin has benefited in many ways from the lower prices which have been obtained from the EMOP group. Our commitment to the EMOP group is by way of our commitment to purchase items which we require, that help to bring in the lower tenders. For example, during the last several years, as part of the EMOP group, the County of Elgin entered into a contract with Comsetec, the natural gas supplier. The County of Elgin has realized savings by doing so. This has helped to keep our budget stable and manageable. In 2004, the City of London tendered to secure an agent for the procurement of electricity. Wattsworth Analysis was awarded the contract. Wattsworth Analysis is a professional service company that helps large energy users in Ontario reduce costs and manage risk. Wattsworth Analysis is also the agent for the procurement of electricity for the many other municipal and non municipal entities. When the City of London tendered to secure an agent to act for the procurement of electricity, the tender included a clause to allow EMOP members to participate in the contract. It has consistently been proven with various programs, namely, the Comsatec Natural Gas Program, when acting collectively, municipalities can achieve far better prices from the supply market. Therefore, as more agencies participate in the contract the percentage of savings should increase. Historically Wattsworth Analysis customers have saved over 16% when disengaged from the government Regulated Price Plan and employed a Wattsworth procurement strategy. With continuous change in government hydro policy and the possibility of time of use metering being implemented, Wattsworth Analysis suggests a term no longer than 1 - 2 years as it may preclude the County from being included in these potentially advantageous programs. CONCLUSION: The Regulated Price Plan (RPP) was created by the Ontario Government to provide some predictability and price protection for "designated users" - this group includes municipalities, universities, schools and hospitals. It is expected that the RPP will conclude in 2008, at which point all users except for residential consumers may be forced to pay the true cost of power - be it through the spot market, an arrangement with an electricity retailer, or through a program like Wattsworth Analysis and EMOP Group is offering. By joining the electricity program, the County of Elgin not only continues to support the efforts of EMOP but will also be in a position to realize savings for electricity. RECOMMENDATION: THAT, the Council of the Corporation of the County of Elgin endorse the Electricity Procurement Program in partnership with Wattsworth Analysis and the Elgin Middlesex Oxford Purchasing Group, and THAT, the execution of an Agency Appointment Agreement with Wattsworth Analysis be approved, recognizing as an agent, Wattsworth Analysis will negotiate all required electricity purchases on behalf of all procurement program members and that the details of all the contracts will immediately be communicated to all program members, and THAT, the authority to make all future electricity program related decisions for the Corporation of the County of Elgin be delegated to the Director of Financial Services, and THAT, Council authorizes Wattsworth Analysis through its appointed agent to have access to consumption data from the local electricity utility on an as needed basis in order to compile load profile information for the procurement program. onia Beavers Purchasing Co-Ordinator REPORT TO COUNTY COUNCIL FROM: Cathy Bishop Director of Cultural Services DATE: September 18, 2006 SUBJECT: West Lome Library Proposed Expansion CORPORATE GOAl(S) REFERENCED: 1) To ensure fiscal responsibility and accountability 2) To promote cultural services 3) To forge community partnerships 4) To provide innovative and collaborative quality service 5) To recognize and seize opportunities for improvement INTRODUCTION: As Council is aware, the West Lome Library was destroyed by fire on Wednesday, February 8, 2006. The Council of the Municipality of West Elgin would like County Council's consideration to expand the existing library as part of the rebuilding of the West Lome Complex. The Council of the Municipality of West Elgin passed the following resolution at their meeting held on July 13, 2006: WHEREAS ratepayers of the Municipality of West Elgin have approached Council requesting consideration for an addition to the West Lome Library, citing the need for more space for programs and collection; AND WHEREAS the request be considered at the same time as the rebuilding of the West Lome Complex for cost savings; THEREFORE BE IT RESOLVED that Council of the Municipality of West Elgin request the County of Elgin support an expanded library service for the West Lome Library. DISCUSSION: The original library space at the West Lome Library was 1,251 square feet and the proposed expansion would be 554 square feet for a total of 1,805 square feet. A copy of the building plan provided by Spriet and Associates is attached for review. An adjusted lease for the expanded space would take effect on the day the library is officially opened for library business. Surplus shelving and materials from main office are currently in the West Lome temporary library location and can be used in the expanded library space. All other costs associated with the original library will be covered by the insurance dollars received from the fire claim. A need for an expanded library in West Lome can be justified due to inadequate space for programs, population projections, registered borrowers, requests for reference materials, circulation statistics and library space benchmarking standards. As a cost saving measure to West Elgin, the expansion should be completed at the same time as the rebuild of the West Elgin Complex. CONCLUSION: There is a need for an expanded library in West Lome and it is fiscally prudent to consider this at this time given that the Municipality of West Elgin is rebuilding the community complex in the village. The original library space at the West Lome Library was 1,251 square feet and the proposed expansion would be 554 square feet for a total of 1,805 square feet. Staff is satisfied that these requirements will be met for this expansion. An adjusted lease for the expanded space would take effect on the day the library is officially opened for library business. Surplus shelving and materials from main office are currently in the West Lome temporary library location and can be used in the expanded library space. All other costs associated with the original library will be covered by the insurance dollars received from the fire claim. RECOMMENDATION: THAT the Corporation of the County of Elgin authorize the expansion of the West Lome Branch Library from 1,251 square feet to 1,805 square feet; and THA T the adjusted lease for the expanded space would take effect on the day the library is officially opened for library business; and THAT the Director of Cultural Services be included in all discussions relating to the design and layout of the library expansion. Respectfully Submitted -~ -elL ~p j~ Director of Cultural Services @ @ @ r l~a::K) 3Jlt::l1-W:l N3'XVl \;t()JOO\.aQ 11'1 ':u.ON 03:)'11d3C!l:3'aOl. ~a9NI1SIX3 @ I -f~---- ~ ,..--4 ,..--4 @ -/~- l--".~~ -~~- I """"'" .~"'U I ~Z\f19 "Wrrv 03X1:l - \ I .Q',rx",I2l",r I i: h-- i,.L-on .~",L1 1 I I-~- ~I I C;V -, C;V ;'11-,10 I I '+'9H"'."""'" I ;."./t I I I~ I I~ ~.6'.Zf: '-I~~!"--~'---~ / [}ill i~ '7~C- 3:)IHO NI\lVolI W ~ [ili] I;; 3:)1~~O i . i ~ ,"'" \ - I":'i:::~ +--.... i I I ~-~-' I I~ l"l I @TI ''_ _ .---L... _ .....:w~ AllllilllllllllO:), I I i : I -------,.' i I '___ll>--,---- I~ !~J.VQ:) I I 9NIN3dO m3N ~ / r=r~, aV3l1 'l~a~. I I /'; I . _-/._..L- '... I I I____~~~~~~~~;~ / i' I I \ ',---t! --'- \ r:::/ ~ I , --{-'-'-~rGio-:~- ~ ^~V1Ian ~I- I I~ Ii :~:. 'i!< ' a~39Y~ ' OJ. 11'V1T12ol11SIX::l ! O"~I~~, @D ^~all I I I '-V~I~ I I Il. a~3eoJ.~9Vl1l ON1'1rSU93A~::~:~# I "--~:: ~;l:l1\ II ,/ :: ~_/ Ff- ii " (, , ::o~; fC-=-~-; / :: :: Ii " I' i -i--- @ @ @ @ o NV-'d ClOO-'=::I CJNnoClO ..0-.1.. - ..91-/€: ';3.V':::>6 .M"U.9 ~ 3~V1I01S ~ - --- - , --CD ----@ f.v.,~l - --------- - --CD --~ -- -cD REPORT TO COUNTY COUNCIL FROM: Ninette Gyorody, Curator Brian Masschaele, Manager of Cultural Services DATE: 11 September 2006 SUBJECT: Operational Policies for Elgin County Museum CORPORATE GOAL(S) REFERENCED: To promote cultural services INTRODUCTION: The Curator for the Elgin County Museum is updating policies for operation in accordance with the standards of the Ministry of Culture. This report recommends that the Collections Management, Conservation, and Exhibition policies be approved. DISCUSSION: Staff are proposing that the current operational policies be improved to coincide with the museum in its new location. There are nine standards described by the Ministry of Culture for effective museum management. Three of these standards have been researched and discussed. The three most important standards have been drafted and presented to the Museum Advisory Committee. With the Collections Management, Conservation, and Exhibition policies in place, museum operations will be up-to-date. Copies of these policies are attached to this report. CONCLUSION: In accordance with the standards from the Ministry of Culture, Collections Management, Conservation, and Exhibition policies have been drafted for Council's approval. RECOMMENDATION: THAT the Collections Management, Conservation and Exhibition policies for the Elgin County Museum be approved as attached. ~~ Brian Masschaele Manager r Services Mar Chief Administrative Officer '-- ELGIN COUNTY MUSEUM Elgin County Cultural Services . 450 Sunset Drive St. Thomas, ON N5R 5V1 COLLE:CTIONS MANAGEMENT POLICy . . The mandate and activities of the Elgin County Museum are governed by By-Law No. 05-44. The principle objective of the Museum is to acquire, preserve, display and interpret artifacts which relate to the history and development of the County of Elgin. The Elgin County Museum exists to promote Elgin County's rich historical and agriculturalneritage to the community by acquiring, docunienting, preserving, exhibiting and interpreting' artifacts pertainin.g to the history of the County of Elgin; and to provide leadership and support to County museums in the promotion of a heritage partnership. The Elgin County MuseLim collection is held and managed on behalf of the County of Elgin in the public trust. This poliCy outlines the followihg Collections procedures: A. Acquisitions B. Collections Management C. Loans D. De-accessioning A. Acquisitions Elgin County Museum colleCts objects and material culture relating to the heritage of the community, as defined in the Statement of Purpose. The collections are made for the purpose of ~ocumentation, research, preservation, exhibition and interpretation for the community. Elgin County Museum adheres to its colleCting practice according to the following criteria: 1. objects whIch are specific to Elgin County; 2. objects produced in Elgin County; 3. objects used hi Elgin County and/or owned by Elgin County residents. Elgin County Museum strives to emphasize a collection of artifacts that are: 1. objects exemplary of an aspect of Elgin County's history currently not represented in the collection; ". ' ~~; ..... ~..~..;..~_.~..:ft.. ..~_......::.~..::. ..:.:..;.:" ,;' .:.;: :':':'~':~';':"::.:: ':'~'.:.': ..::::-;;~.:..:.~~.: ,.:".'; .... .. . 2. objects that are in danger of loss or destruction; 3. objects directly relevant to current research, exhibition or interpretation programs; 4. well documented objects; 5. objects in excellent condition. Elgin County Museum is satisfied that any object to be acquired whether by donation, exchange, or purchase, is not stolen or otherwise illegally acquired or collected. The museum will not acquire any objects of undetermined or unethical history of ownership. Material will not be acquired if there is reason to believe the object had been recovered through unscientific handling and/or intentional damage or destruction of an archaeological/historical site or excavation. The museum will not accept objects that have contravened the 1970 UNESCO Convention on the Means of Prohibiting and Preventing the Illicit Import, Export, and Transfer of Ownership of Cultural Property as ratified in Canada on June 28, 1978. Objects may be acquired by donation, purchase, or exchange. .Donations: Donations are either solicited or unsolicited. Donations are subject to appropriate documentation and procedures which will be outlined in Section B. Purchases: If an object meets the Collections Management Policy criteria, the object may be purchased for the collection. Exchange: Elgin. County Museum is committed to acquiring artifacts pertaining directly to the history of the County. of Elgin and/or its citizens. All acquisitions must folloW the guidelines for transfer of ownership and/or responsibility accompanied by a signed gift agreement or other proof of legal title to the object, such as a bill of sale. B. Collections Management Elgin Courity. Museum will allocate a budget for funding the continuing care a.nd preservation of objects in its collections. Proper storage and exhibition facilities With adequate environmentalwcontrol systems must be in place. . Processing acquisitions will proceed with the following steps: 1. When an artifact is donated to Elgin County Museum, the potential donor signs a temporary gift receipt; 2. the artifact is housed in the Curatorial Workspace along with its accompanying documentation; 3. if the artifact is assessed as not pertinent to the collection, the object is returned to the owner along with a form signed as 'artifact returned' including the date; .~ :;..:.:........... ,,;,~, ~;'..~;': .......,.;. ~:' ,....~..~.:,' ',',:;.:::;."':~'~" ':\'::.";,. '~~'~'.."'.:r.:'.:..'.'; j~':'::;;~':.:;.:.~..,,:':? ~.':';:: ~ ..:;' ... 4. if the artifact is assesse;d as pertinent to the collection, the artifact is assigned an accession number through the register and tagged. The accession number is noted on the gift form sent to the donor. The donor must sign the gift form for transfer of ownership and responsibility. 5. If the owner dbes not return the form in the allocated time (six months) from the access-ion date, the artifact musf be returned to the owner. Without a signed gift form, a tax receipt cannot be issued, and the artifact will not be stored nor put on display. 6. When the gift form is returned signed, the artifact is marked with the accession number and catalogued; 7. Upon the artifact being catalogued, it is stored in a permanent storage area and its location is noted on the accession card; the information is also transferred to the collections management database Which is backed up daily. 8. Artifacts acqUired by purchase or exchange are processed following steps 4 through 7. Management of artifacts will proceed with the following steps: 1. artifacts ate to be stoted and handled according to professional standards; 2. records are to be maintained and updated according to professional standards; 3. artifacts are researched, interpreted arid exhibited according to professional standards; 4. comprehensive inventory is maintained. Appraisals of artifacts: All artifacts must have a signed gift form and be part of the collection before an appraisal is completed. When completing appraisals, Elgin County Museum will select the appraiser most suitable for the type of artifacts being appraised. c. Loans: 1. All incoming loans and out-going loans for exhibition purposes are listed on loan agreement forms, signed for by the Curator, date of arrival/departure and date of return are noted on the form. 2. All in-coming material is governed by the County's insurance coverage for the Museum. 3. Elgin County Museum is responsible for all in-coming material, which is handled and managed according to the Museum's professional procedures and standards. 4; All Qut-going material is insured by the borrowing institution. 5. The borrowing institution is responsible for the on-loan material, guaranteeing its handling, safety, exhibit and return according to professional standards. D. De-Accessioning In order to maintain a: relev~mt and growing collection in accordance with the Mission Statement and prdfessional standards, it may be necessary to de-accession artifacts. In order to process an artifact for de-accessioning, these procedures mUst be followed: . .", . . . . . _ .. ._ .'._' _ n'_~~_ ".". .... _ .__ 1. the artifact is assessed on Its physical condition; 2. its record and provenance are studied; . 3. the collection is reviewed to determine whether or not the artifact is umque, original, a duplicate, or representative of Elgin County's history; 4. the recommendation is made to the Director of Cultural Services. The following standards must be adhered to: 1. The artifact was not obtained with the intention of eventual de-accession. 2. Criteria for de-accessioning includes: poor condition, lack of provenance, duplication, lack of significance to EI~in County's history, the possibility/act of upgrading the collection by means of exchange or other transaction. 3. Elgin County Museum will de-accession an artifact/s for the purpose of repatriation, when it is legally proven that finother body, organization, people, and/or government has the legal and ethical right to said artifact/so MethOd of Disposal 1. The catalogue number and any other related markIngs are removed from the de-accessioried object. . 2. The catalogue record liotes the change of status to 'de-accessioned'. the date of de- accession, and where it went. . 3. It is offered to another tax-exempt, non-profit educationaVcultural institution. as a gift or for exchange purposes. . . 4. It may be selit to disposal through a legitimate public auction serVice in accordance with the County's Purchasing Policy. Any monies earned by the sale of the de-accessioned artifact/s at the auction will be used on behalf of the Museum. 5. Physical destruction. If the artifact is in such poor condition.. does not have any documentation related to its authenticity. origin or history. Elgin County Museum may decide to physically destroy the artifact, as it is of not monetary value or historical significance, not important to another institution. The following steps must be taken: 1. catalogue number and any other related markings must be removed. 2. the artifact is smashed into small pieces. 3. the museum record notes date of destruction. 4. it is wrapped in the appropriate coloured garbage bag arid deposited into a garbage bin. Poiicy Review and Approval ihe Collections Management Policy is reviewed on a yearly basis, or any time that changes are deemed necessary. The Curator and Director of Cultural Services will conduct the review, in conjunction with other professional staff. The reviewed version will be submitted to Elgin County Council for approval. ... ~ /' ....... .....;... ...... _.:.~ ~_~ ....: : :..: _::~,~.. :.~_ ,.n:, ~ ',,', _::.. ._;..:....:.~.::~.: -," h ; .... "': :. ; '.~:..' ..::_~~.;.: :,..,~ ~ .~. ;:..:...,: . .'. ..' .;::.:.: ,;!-::.-:..,.:i:_<;:;..,~.;:._ ~:i::' i,:' ~ :.:;":~: .';:>:':' ~:"'" : ELGIN COUNTY MUSEUM Elgin County Cultural Services 450 Sunset Drive St. Thomas, ON N5R 5V1 EXHIBITION POLICY The mandate and activities of the Elgin County Museum are governed by By-Law No. 05-44. The principle objective of the Museum is to acquire, preserve, display and interpret artifacts which relate to the history and development of the County of Elgin. Elgin County Museuni will develop exhibits that will communicate to the public the significanCe of the community's heritage. The museum will present exhibits that will inform, involve, educate, and entertain the community. 1. Exhibition themes Will be developed that relate to, but are not necessarily exclusive to the history of the County of Elgin. 2. New exhibits will be designed based on. a written plan, including objectives, audience, relevance, related interpretive programming, and cost. 3. To accomplish this, the museum will allocate 100% of its available exhibit space to special interest temporary exhibitions. The museum will host a minimum of one traveling exhibition per year borrowed from other cultural institutions. 4. Exhibits will be installed throughout the space using a variety of techniques and technology. 5. On-site exhibits may be complemented by technology enhanced components and/or exhibits. 6. Educational and interpretive programmes will complement all exhibits. 7. The County of Elgin will ensure that the areas designated for exhibition are consistent with conservation standards. The exhibition space will allow sufficient space for the public to move comfortably and safely. Museum insurance coverage will include liability insurance coverage. 8. There win be a portion of the bUdget allocated to exhibit development, design, construction, and maintenance. 9. Each year, the birector of Cultural Services will approve the exhibit schedule. The Curator will present a proposal for each exhibit which will include an outline, definition of purpose, the intended audience, related programming, a draft list of artifacts and research required, specifications arid budget for support materials. 10. The museum does not guarantee to display all of the artifacts in the collection in any given year. a. Only those artifacts and objects that illustrate and relate to a chosen theme will be on display. b. All artifacts and objects must be in stable condition, catalogued, and installed in a safe and appropriate manner. c. No artifact will be allowed to visibly deteriorate while on display. d. Reproductions of original photographs will be used. :., : 11. Written material must be approved by the Curator. Types of labels include: a. Title or headline labels. Th~se are large-letter (4" or more) signs that simply give the title of an exhibit They are used at the entrance to an exhibit or a gallery, often high up on a wall. b. Primary or introductory labels. These provide an overview or Introduction to the exhibit. They are the largest in size and in typeface. There may be one label introducing an exhibit, or there may be several such labels for a large exhibit. c. Secondary or text labels provide an intermediate level of information between an introductory label and the more specific object labels. These can provide historical background, for example, or text related to groups of objects. They often serve to organize the exhibit. . d. Object labels provide information, such as description or title, date or' age, artist or user, material composition, and sometimes a brief text on a particular object. Also included here is the museum's catalog number or loan source, which provides a quick link to additional information if anyone should inquire. Different levels of information are usually placed on dift"erent lines. 12. Labels need to be understandable and accessible to all members of the community. 13. The museum will ensure that sufficient space and tools are provided in order 10r exhibit work to be carried out effectively and safely. . . 14. the Iiluseum will only retain qualified consultants or technicians who have proven ability in exhibit preparation and installation when needed. . . 15. Off-site exhibits and displays will be provided with the purpose that it will enhance the visibility of the ElgIn County Museum in the community. Displays and exhibits Will be mounted only in secura cases and iri secure buildings. Artifacts and objects allocated for display or exhibit must be approved by the Curator. Policy Review and Approval the Exhibition Policy is reviewed 6n a yearly basis, or any time that changes area deemed necessary. The Curator and Director of Cultural Services will conduct the review, in conjunction with other professional staff~ The reviewed version will be submitted to Elgin County Council for approval. ': ~ ~:: .:f'~ ,~ _". .... : .* .~..,." '.~ .>. ';0.: ..-,..,:... ..'" . . ;:'~ ..;.. ::, ..... ,:. ~ : ..' .:;~: .:...:- ':;: :.-:' ~..:. ..... . . ELGIN COUNTY MUSEUM Elgin County Cultural Services 450 Sunset Drive St. Thomas, ON N5R 5V1 CONS"ERVATION POLICY The mandate and Clctivities of the Elgin County Museum are governed by Sy-Law No. 05-44. The principle objective of the Museum is to acquire, preserve, display and interpret artifacts which relate to the history and development of the County of Elgin. The Elgin County Museum exists to promote Elgin County's rich historical and agricultural heritage to the community by acquiring, documenting, preserving, exhibiting and Interpreting artifacts pertaining to the history of the County of Elgin; and to provide leadership and support to County museums in the promotion of a heritage partnership. " The Elgin County Museum is responsible for protecting and preserving the collection that has been entrusted to its care. The ICOM (International Council of Museums) Code of Ethics for Museums outlines the standards for both Preventative Conservation and Treatment Conservation and Restoraiioh~ The museum will strive to provide the best possible physical environment, preventative maintenailce programme and conservation service to meet this responsibility. The two main custodial functions involved are: 1. Preventative Cons'ervation - All actions taken to retard deterioration and prevent damage to the collection through the provision of optimal conditions of storage, use, and handling. 2. Treatment Conservation - All actions taken to stabilize, modify, repair or restore objects in the collection to a known ea.rlier state with the aim to preserve their aesthetic and historic values. This policy outlines the following Conservation procedures: 1; Elgin County Museum shall strive to achieve optimum environmental standards for the preservation of the collection in all physical areas where artifacts Will be stored. 2. Control standards for temperature, relative humidity, lighting and air cleanliness are established. The eCI (Canadian Conservation Institute) provides the minimum standards for proper environmental control. The County of Elgin is committed to the facilities and equipment to achieve and maintain these standards and has delegated the responsibility of regulation and maintenance of these procedures to a qualified person. 3. Elgin County Museum will establish procedures and provisions for the care and support of the collection in the event of damage or loss through fire, water damage, theft, vandalism, biological infestation, or accident in a Disaster Plan. '-.:' :." ~:. ...:.... '. . ...' . .." ',' .... . ;.,.. .~ .' ..."...." ~,_....~ .-.-- ~. 4. The County of Elgin shall provide storage areas and a Curatorial Workspace sufficient to accommodate the size and material COmpositiOn of the collection. 5. The storage spaces allocated will be clean, orderly, environmentally controlled, and will aUow adequate physical access to the artifacts. Access will be restricted to designates. 6. The museum will budget for related training for designated staff in the handling and preventative care of artifacts. Only staff with appropriate training will be permitted to handle artifacts. 7. Elgin County Museum will ensure that all artifacts that are outgoing will be protected from damage in transit and during use in the borrowing institution, and through the use of Condition Reports and related documentation. 8. Elgin County Museum will ensure that all artifacts that are incoming will be protected while In the institution's care. 9. The Curator will be responsible for determining conservation priorities and the nature and extent of Treatment Conservation, if required. Priorities for Treatment Conservation (in order of importance): a) Those artifacts requiring emergency treatment or stabilization. b) Those artifacts as determined by the Curator to be of particular historic significance. c) Those artifacts required for display. d) Those artifacts required for programming. e) All other artifacts owned by the County of Elgin and placed in the care of Elgin County Museum. 10, Elgin County Museum Will ensure that cleaning, repair or restoration of any artifact is carried out only by qualified personnel and in such a manner as to mairitain the historical and artistic integrity of that artifact. . 11.AII Treatment Conservation methods will be carefully documented through condition and treatment reports (paper record and the current database). These reports will be permanent records and kept on file with the related artifact infonilation. The principal goal is stabilization and the treatment must be as reversible as possible. 12. When required, designated staff will consult with qualified experts in the field of conservation . before taking any course of action, which may affect the physical state of the artifacts. Policy Review and Approval The COliservation Policy is reviewed on a yearly basis, or any time that changes are deemed necessary. The Curator and Director of Cultural Services will conduct the review, in conjunction with other prOfessional staff. The reviewed version will be submitted to Elgin County Council for apprbval. '1-"'- REPORT TO COUNTY COUNCIL FROM: Ninette Gyorody, Curator Brian Masschaele, Manager of Cultural Services DATE: 11 September 2006 SUBJECT: Official Opening and Exhibit Room hours of Elgin County Museum CORPORATE GOAL(S) REFERENCED: To promote cultural services; To forge community partnerships INTRODUCTION: Elgin County Museum is preparing to open to the public. This report recommends a grand opening date. It also recommends new exhibit room hours and admission rates. DISCUSSION: Staff are proposing that the grand opening of Elgin County Museum take place on Thursday, October 26th, in the early evening. If Council approves this date, invitations will be sent to MP Joe Preston and MPP Steve Peters in appreciation of the federal and provincial support of this project. Mayor Jeff Kohler will also be invited on behalf of the City of St. Thomas. Invitations will furthermore be sent to community groups and related stakeholders. Preparations are currently underway to facilitate this grand opening. This includes moving artefacts into collections storage. Several artefacts and chattels have also been donated and/or loaned to Elgin County museum partners. Backus-Page House Museum has been a particular beneficiary of this partnership, with several pieces of furniture offered to this institution on a loan agreement. Council should also be aware that all County museums are using the County's software to inventory their collections, another sign of the strong partnership that is evolving. The opening exhibit will be 'Dear Old Alma: The History of a Progressive SchooL' The members of the Alma College Alumnae Association approached staff about such an exhibit earlier this year. Staff feel that this exhibit is appropriate for the museum's inaugural event given the County's past extensive support of the college in terms of collection storage, previous donations to the archives and the fact that the fate of the building is high in the public's consciousness. Staff are proposing expanded exhibition room hours for the new Elgin County Museum. At 32 Talbot Street, exhibit rooms were traditionally open a total of 30 hours per week, Tuesday to Saturday. Staff are proposing that exhibition room hours increase to a total of 48 in the new facility. The two full-time staff will work staggered schedules of 35 hours each from Monday to Saturday. At least one staff person would therefore be available for administrative purposes from 8:30 am -4:30 pm, Monday through Saturday. Public visitation hours would be from Tuesday through Saturday, with evening hours on Thursday. Staff feel that the addition of evening hours will assist in attracting visitors to the new facility. The museum would continue to be closed on Sundays and on holidays. The following are proposed exhibition hours and for administrative purposes: Exhibition Hours ~dministration Hours Mondav Closed bne staff: 8:30-4:30 Tuesdav 10-4 Both staff: 8:30-4:30 Wednesday 10-4 Both staff: 8:30-4:30 Thursday 10-7 bne staff: 8:30-4:30 ~nd staff: 11-7 Friday 10-4 Both staff: 8:30-4:30 Saturday 10-4 bne staff: 8:30-4:30 Sunday Closed Statutory Holidays Closed Staff are proposing that the admission fees be reduced to admission by donation (with no suggested amount). Admission at 32 Talbot Street was previously two dollars per person. Staff feel that admission by donation will encourage the public to visit the new facility. Equitable public access is also an integral part of creating a barrier-free museum. Evidence suggests that revenues can actually increase when admission is done on a donation basis. For instance, the Peterborough Centennial Museum and Archives once charged a minimal admission fee but now proceeds on a donation basis. Attendance numbers at this facility increased after the change was made and donations equalled or exceeded past admission fees. Council should also be aware that staff are planning to offer community programming, including workshops and lectures that would generate additional revenues. A further report on fees for such services will be forthcoming. Staff are mindful that Thursdays are extremely busy in the Elgin County Administration Building when Provincial Offences Act Court is in session so such programming will not be scheduled during the day on Thursdays. CONCLUSION: With Elgin County Museum now in its permanent location at the County building, staff recommend that the official opening of the museum be held on Thursday, October 26th. Staff also recommend that the hours of operation increase and that admission fees be established on a 'by donation' basis. RECOMMENDATION: THAT the official grand opening for Elgin County Museum be held on Thursday, October 26th, 2006; AND THAT the museum's exhibit area be open to the general public from Tuesday to Saturday with Thursday evening hours; AND THAT public admission to the museum proceed on a 'by donation' basis. Mark nald Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Manager of Cultural Services DATE: 11 September 2006 SUBJECT: Tweedsmuir History digitization project funding CORPORATE GOAL(S) REFERENCED: To promote cultural services; To promote community partnerships. INTRODUCTION: The Elgin County Archives has received a financial contribution in the amount of $9103 from Library and Archives Canada to digitize Tweedsmuir History books of Elgin County Women's Institute branches. This report outlines the nature of the project and recommends that the funding be accepted. DISCUSSION: The Elgin County Archives has been successful in an application to the Canadian Culture On-Line Program under Heritage Canada and Library and Archives Canada to digitize Tweedsmuir history books of Elgin County Women's Institute branches. These books are a valuable resource on the history of communities across the County and their contents are often under-appreciated. This project will entail the digitization of these books in their entirety for posting in the archives' website where they will then become globally viewable and searchable. Photographs will also be scanned separately to create a virtual exhibit on the visual heritage of County communities. The title of the project is "Home and Country Perspectives: Elgin County Tweedsmuir Histories". The contribution of $9103 must be matched given that this is a cost-shared program. The archives was able to secure financial contributions from the Elgin Historical Society, the Elgin County District Women's Institute, individual Women's Institute branches and the Elgin Photographic Heritage Society in the amount of approximately $3000 to assist with this project. The archives was also able to secure a number of in-kind contributions through staff time, web development and equipment to off-set remaining costs. No additional funds are therefore required to proceed with this project. These funds will enable the archives to hire a project archivist for a period of approximately 110 days to undertake this work. If approved, the work must be completed by March 31 st 2007 under the terms of the contribution. CONCLUSION: The Elgin County Archives has been successful in an application to Library and Archives Canada to digitize Elgin County Women's Institute Tweedsmuir books. This report recommends that the contribution of $9103 be accepted and that the project proceed. RECOMMENDATION: THAT funding in the amount of $9103 under the Canadian Culture On-Line Program through Library and Archives Canada and Heritage Canada be accepted by the Elgin County Archives for the purposes of digitizing Tweedmuir History books of Elgin County Women's Institute branches; AND THAT the Department of Human Resources proceed with recruiting for the position of project archivist under the terms of the contribution; AND THAT letters of appreciation be sent to MP Joe Preston on behalf of the Government of Canada, the Elgin Historical Society, the Elgin County District Women's Institute and the Elgin Photographic Heritage Society. Respectfully Submitted &~ Brian Masschaele Manager of Cultural Services REPORT TO COUNTY COUNCIL FROM: Cathy Bishop, Director of Library Services DATE: September 18th, 2006 SUBJECT: Cultural Services Implementation CORPORATE GOAl(S) REFERENCED: To promote cultural services. INTRODUCTION: At Council's meeting on March 14th, 2006, a report was approved renaming the County's Department of Library Services to the Department of Cultural Services pending the retirement of the Manager of Library Services. This report informs Council that this change will take affect on September 29th, 2006. DISCUSSION: County Council approved the re-naming of the Department of Library Services to the Department of Cultural in March 2006. This change was made to reflect the department's responsibilities for the Elgin County Library, the Elgin County Archives and the Elgin County Museum. It was to take affect upon the retirement of the Manager of Library Services. The Manager of Library Services will formally retire on September 29th, 2006. As of this date, the Department of Library Services will be known as the Department of Cultural Services. The Director's job title will change accordingly. Council also approved changing the job title and duties of the Manager of Archives to the Manager of Cultural Services. This change will also take full effect as of September 29th, 2006. Attached to this report is a press release informing the public regarding this change. CONCLUSION: This report informs Council that the recommendation to re-name the County's Department of Library Services to the Department of Cultural Services will take full affect on September 29th, 2006 and that the job titles and responsibilities of the current Director of Library Services and Manager of Archives will be adjusted accordingly. RECOMMENDATION: THAT this report be received as information. Respectfully Submitted c~~4 Director of Library Services Elgin County Cultural Services 450 Sunset Drive St. Thomas, ON N5R 5V1 PRESS RELEASE FOR IMMEDIATE RELEASE Contact: Cathy Bishop, Director of Cultural Services Office: 519-631-1460, ext. 1 09 Email: cbishop@elqin-countv.on.ca County of Elgin Department of Cultural Services Established St. Thomas, ON September 29th, 2006 - Effective immediately, the County of Elgin's Department of Library Services is re-named the Department of Cultural Services. This new name better reflects the nature of services delivered by this department through the Elgin County Library, Elgin County Museum and Elgin County Archives. According to Warden Paul Baldwin, "County Council feels that this new name re-affirms our commitment to promoting the County's rich culture and will help in fostering even greater community partnerships throughout Elgin." The Elgin County Library, Elgin County Archives and Elgin County Museum will remain separate institutions within this department in terms of mandates and policies. This change will nevertheless facilitate the integrated management of these programs under one department. Effective immediately, the job title of the Director of Library Services, Cathy Bishop, is changed to the Director of Cultural Services and the job title of the Manager of Archives, Brian Masschaele, is changed to the Manager of Cultural Services. -3D- archivist@elgin-county.on.ca www.elgin.ca (519) 631-1460 ext 138 Fax (519) 631-9209 REPORT TO COUNTY COUNCIL FROM: Meredith Goodwin, Construction Technologist Sonia Beavers, Purchasing Co-Ordinator DATE: September 21, 2006 SUBJECT: Tender Award - Replacement of Flooring - Terrace Lodge Contract # 5920-06-01 CORPORATE GOALS: a) To recognize and seize opportunities for improvement, b) To nurture and support dignified long-term care and c) To promote Elgin as "The Place to Live./I INTRODUCTION: As part of the approved 2006 Capital Budget, and the County's Procurement Policy, Tenders were issued for the Replacement of Flooring at Terrace Lodge. Three separate Tenders were issued as follows: a) Asbestos Sheet Flooring Abatement, b) Supply & Installation of Amtico Luxury 500 Flooring and Altro Safety Flooring and c) Supply and Installation of Ceramic Tile Flooring. DISCUSSION I CONCLUSION: There are three separate tenders that form part of this project. The project will include a) Asbestos Sheet Flooring Abatement, b) Supply and Installation of Amtico Luxury 500 Flooring and Altro Safety Flooring and c) Supply and Installation of Ceramic Tile Flooring. Other costs associated with this project includes Consultant Services for the Asbestos Abatement and miscellaneous costs. a) Asbestos Sheet Flooring Abatement Sealed bids for the Asbestos Sheet Flooring Abatement were received until September 21, 2006. Three companies submitted sealed bids and the results were received as . follows: COMPANY TENDER BID exclusive of taxes $ 69,300.00 $ 93,113.21 $ 168,400.00 Asbestos Insulation Mtce AIM Gardiner Insulation Amla Cor oration Inc. Restoration Environmental Contractors ;2. Asbestos Insulation Mtce (AIM) Gardiner Insulation submitted the lowest bid for the Asbestos Sheet Flooring Abatement at a total price of $69,300.00 (exclusive of taxes). Councillors should be aware that Golders Associates is providing the contract administration and inspection services for this Tender at an estimated cost of $20,000 (exclusive of taxes). b) Supply & Installation of Amtico Luxury 500 Flooring and Altro Safety Flooring Sealed bids for the Supply & Installation of Amtico Luxury 500 Flooring and Altro Safety Flooring were received until Thursday, September 7, 2006. Two companies submitted sealed bids for the Supply & Installation of Amtico Luxury 500 Flooring and Altro Safety Flooring for Terrace Lodge and the results received were as follows: COMPANY Bernardo Grou Don Manicom Floor Coverin TENDER BID exclusive of taxes $ 13,097.52 $ 17,883.04 Bernardo Group submitted the lowest bid for the Supply & Installation of Amtico Luxury 500 Flooring and Altro Safety Flooring for Terrace Lodge at a total price of $13,097.52 (exclusive of taxes). c) Suppy and Installation of Ceramic Tile Flooring Sealed bids for the Altro Safety Flooring and the Supply and Installation of Ceramic Tile Flooring were received until Thursday, September 7, 2006. Two companies submitted sealed bids for the Supply & Installation of Ceramic Tile Flooring for Terrace Lodge and the results were as follows: COMPANY TENDER BID (exclusive of taxes) Don Manicom Floor Covering $ 75,876.40 Bernardo Group $ 97,974.84 Don Manicom Floor Covering submitted the lowest bid for the Supply & Installation of Ceramic Tile Flooring for Terrace Lodge at a total price of $75,876.40 (exclusive of taxes). A total of $160,000 has been allocated to this project. The total project cost for Asbestos Sheet Flooring Abatement, ($69,300), Supply and Installation of Amtico Luxury 500 Flooring and Altro Safety Flooring, ($13,097.52), and the Supply and Installation of Ceramic Tile Flooring, ($75,876.40), Consulting Services, ($20,000), and miscellaneous costs will be approximately ($17,000). Therefore a shortfall of approximately $36,000 exists. J Staff recommend that the additional funds required to complete the project be made available from Terrace Lodge Reserves. With Council's approval staff will therefore allocate $36,000 from Terrace Lodge Reserves to complete the Replacement of Flooring at Terrace Lodge. RECOMMENDATION: THAT, Asbestos Insulation Mtce (AIM) Gardiner Insulation be selected to supply labour, equipment and materials for the Asbestos Sheet Flooring Abatement at Terrace Lodge at their submitted price of $69,300.00 exclusive of all taxes, and THAT, Bernardo Group be selected to Supply and Install Amtico Luxury 500 Flooring and Altro Safety Flooring at Terrace Lodge at their submitted price of $13,097.52 exclusive of all taxes, and THAT, Don Manicom Floor Covering be selected to Supply and Install Ceramic Tile Flooring at Terrace Lodge at their submitted price of $75,876.40 exclusive of all taxes, and THAT, the Warden and Chief Administrative Officer be authorized to enter into an agreement with a) Asbestos Insulation Mtc (AIM) Gardiner Insulation for the Asbestos Sheet Flooring Abatement b) Bernardo Group for Supplying and Installing Amtico Luxury 500 Flooring and Altro Safety Flooring c) Don Manicom Floor Covering for Supplying & Installing Ceramic Tile Flooring, and also THAT, Council authorizes staff to allocate $36,000 from Terrace Lodge Reserves to complete the Replacement of Flooring at Terrace Lodge. R~tte~~ Meredith Goodwin Construction Technologist Approved for Submission ~ Clayton Watters Director, Engineering Services ~ ~.nJH.vJ . Sonia Beavers Purchasing Co-Ordinator ~ Rhonda Roberts Directa , Terr tf CORRESPONDENCE - SEPTEMBER 26. 2006 Items for Consideration 1) Ann Neville, Beattie Haven Retirement Community, requesting a letter of support to the Ministry of Health for the Beattie Haven Retirement Home's bid for long term funding of 20 of their 40 beds. (ATTACHED) 2) John S. Burke, Deputy Minister, Ministry of Municipal Affairs and Housing, with information concerning the nomination process and requesting support for the "Long- standing Service Program". (ATTACHED) 3) Arlene Cox, Clerk-Administrator, Township of Carlow/Mayo, with a resolution requesting that the Province permit all vehicles owned by municipalities to operate without license plates and be allowed to use coloured diesel fuel. (ATTACHED) 4) Shawn Boggs, Clerk-Treasurer, Township of McKellar, with a resolution requesting Hydro One Networks to immediately implement an improved system of communication with emergency service providers by placing a higher priority on Emergency Service calls. (ATTACHED) 5) Doug Reycraft, President, Association of Municipalities of Ontario, with an invoice re: the AMO OMERS Special Fund for 2006-2007. (ATTACHED) 6) Hon. John Gerretsen, Minister of Municipal Affairs and Housing, requesting support of the Province's and Ministry of Municipal Affairs and Housing's position on the fiscal imbalance issue and regarding the future of the Federal infrastructure programs. (ATTACHED) 7) Mayor Marie Trainer, Haldimand County, requesting support for the Ontario Flue-Cured Tobacco Growers' Marketing Board Exiting Strategy. (ATTACHED) 8) Jim Malik, Operations Manager, Thames Elgin-St. Thomas EMS, requesting the donation of an Elgin County Flag for use by the EMS Honour Guard at special events. (ATTACHED) BEAniE HAVEN RETIREMENT COMMUNITY ;;}) 23328 Beattie Line, RR #1 Wardsville, Ontario NOL 2NO Phone 519-693-4901 Fax 519-693-4279 A CHARITABLE, NON-PROFIT ORGANIZATION August 15, 2006 Elgin County Warden Paul Baldwin 450 Sunset Dr_ St. Thomas, ON N5R 5V1 Dear Mr. Baldwin (; Beattie Haven is an important part of our rural community_ As a regional non-profit and charitable seniors home, we serve each municipality attracting seniors from across this part of Ontario. Our employees are caring, loyal, and dedicated to serving our loved ones. On behalf of the board of directors of Beattie Haven, I am requesting that your council support our bid for long term funding for 20 of the 40 beds. It is imperative that we are successful in obtaining this funding so that we may continue to serve the seniors in this area. With rising health care costs, the board feels this is the most viable way to serve this area as a public facility_ We would ask that you send a letter of support to: Honourable George Smitherman, Minister of Health and Long Term Care, Hepburn Block, 10th Floor, 80 Grosvenor St., Toronto, Ontario, M7A 2C4. If you have any questions, please contact Lyn Champigny, Administrator at 519-693-4901 or myself at 519-693-4614_ It is of the utmost importance that we are successful in getting this funding. To plan ahead, we need to have this to meet the challenges in health care at our facility. Thank you in advance for your support. Please send a copy of your correspondence to our board at Beattie Haven. Sincerely ~ Y\wJ-L Ann Neville Chairperson In Case of Transmission Difficulties, please Call 416-863-2101 or 1-866-309-3811 please Deliver To: county of Elgin Office of the Deputy Minister 171H Floor 777 Bay Street - Toronto ON M5G 2E5 Tel: (41(\) 585.7100 Fax: (416) 585-7211 Bureau dl,l $ous-ministre . ~ Ontario Ministry of Municipal Affairs - Ministere des Affalres municipales and Hou&ing et du Logenient 17e etage 777. rue Bay Toronto ON M5G 2E5 t~le (416) 585-7100- telecopl~ur: (416) 585.7211 September 8; 2006 Fl'"om.: All Municipal CADs/Clerks John S. Burke Deputy Minister Memorandum To: Subject: Long-standing Service Program The Ministry of Municipal Affairs will be entering the third year of the Long~standing Service- Program. This special recognition program isfor locally elected officials who have serveq 25 years or more in municipal government. This year, in addition to the 25-year recipients, we were privileged to acknowledge two individuals with the exceptional status of having served over 50 years. This letter is to inform you of the nomination process and to request your support for the Long- standing Service Program. Municipalities have an important role to play in identifying the individuals to be recognized - we need your assistance in bringing forward the names of eligible nominees. The following are the nomination criteria: . 25 or mOre years of service on municipal council(s) as of December 1, 2006 (not necessarily consecutively); and . currently serving on council, i.e., in the nomination year (nominees may have served on council in more than one municipality). A nomination form is attached. The completed forms can be faxed or mailed to the ministry's Municipal Services Office serving your mijIlicipality. A list of the offices is provided. Please send the complete<:! forms by December 31) 2006. /2 - 2- All MunicipalCAOs/CJerks The recipients will be recognized at our ministry's annual regional conferences. Thank you for your support of this important initiative. Yours truly, Attachment @ Ontario RECOGNITION OF LONG STANDING SERVICE PROGRAM The strength of Ontario has always been dependent on the spirit and dedication of its municipal politicians, for it is thQse individuals who determine the effectiveness of local government. The Minister of Ministry of Municipal Affairs and Housing is pleased to acknowledge the lengthy public service record of Ontario's municipal politicians who have served on council for 25 years or more. Program Criteria: . 25+ years of service on municipal council(s) as of December 1, 2006 (not necessarily consecutively) . Currently serving on council in the nomination year (Nominees may have served on council in more than one municipality) A municipal l'epresentative (staff/senior official) to complete the section below to initiate a recognition. Nominee's Name: Municipal Address; Business Telephone: Fax: email: Years of Service in Local Government: e.g. John Doe Local Councillor 1974-1979 5yrs. Regional Councillor 1981-2005 24yrs. .Municipality Years Municipality Years Municipality Years Submitted by: Title: Nominator's email and/or phone # 2 Please provide brief biographical information or synopsis of the nominee's major achievements. (not more than one paragraph) Nominations for the year 2006 to be received by: December 31, 2006 Please submit to: Long-standing Service Program MSO Regional Office (regional lists are attached) Attention: Regional Director Reviewed by: Ministry of Municipal Affairs and Housing, Regional Director CORPORATION OF THE TOWNSHIP OF CARLOW/MAYO 3987 Boulter Road General Delivery Boulter, Ontario KOLIGO Arlene Cox - Clerk-Administrator/Deputy Treasurer Lois W ard -Treasurer /Deputy Clerk Municipal Office Hours Monday 9 a.m. - 5 p.m. Tuesday 9 a.m. - 5 p.m. Thursday 9 a.m. - 5 p.m. Tel: (613) 332-1760 Fax: (613) 332-2175 E-Mail: carlow@northcom.net At their meeting of June 6th, 2006 the Council of the Corporation ofthe Township of Carlow/Mayo passed the following resolution requesting support from all municipalities in Ontario on these important issues: WHEREAS the Province regulates licensing of all vehicles operating on roadways; AND WHEREAS the municipality feels that all municipalities in Ontario should be exempt from plating their owned vehicles due to the cost of maintaining the roadways within their boundaries; AND WHEREAS the Province regulates that coloured diesel fuel must not be used in any licensed vehicles, only off-road vehicles; AND WHEREAS the municipality feels due to the variance in the price per litre between diesel fuel and coloured diesel fuel it warrants consideration by the Province of Ontario to permit the use of coloured diesel fuel in all municipally owned vehicles; THEREFORE BE IT RESOLVED that the Council of the Township of Carlow/Mayo requests the Province of Ontario to permit all vehicles owned by municipalities in Ontario to operate without license plates and be allowed to use coloured diesel fuel in all vehicles not just off-road vehicles; AND FURTHER THAT this resolution be forwarded to the Premier of the Province of Ontario, the Minister of the Ministry of Transportation, the M.P.P. for Hastings-Frontenac, Lennox & Addington, Leona Dombrowsky and the Association of Municipalities of Ontario for circulation to all municipalities in Ontario. Arlene Cox Clerk-Administrator Township of McKellar P.O. Box 69, McKellar, Ontario POG teO Phone: (705) 389-2842 Fax: (705) 389-1244 September 12,2006 TO: All Municipalities in the Province of Ontario RE: Hydro One Emergency Calls The Council of the Township of McKellar, at its regular meeting on September 5, 2006, adopted the following resolution regarding Hydro One Networks' response to emergency service requests. WHEREAS on August 6, 2006 at3:12 a.m. the Township of McKellar Fire Department was dispatched to the scene of a structural fire; AND WHEREAS the McKellar Fire Dispatch was immediately directed to contact Hydro One Networks for a disconnect; AND WHEREAS Fire Dispatch was put on hold by Hydro One for eighty seven (87) minutes; AND WHEREAS this lack of direct communication with Hydro One put the personal safety of the Firefighters at the scene in jeopardy; AND WHEREAS at no point did Hydro One attend the scene; NOW THEREFORE BE IT RESOL YED that the Council of the Township of McKellar request Hydro One Networks to immediately implement an improved system of communicating with emergency service providers by placing a higher priority on Emergency Service calls; AND THAT a copy of this resolution be circulated to the Honourable Dwight Duncan, Minister of Energy, Tom Parkinson, President, Hydro One Networks and all Ontario municipalities. The Council of the Township of McKellar appreciates your consideration and support. -~#/ Shawn Boggs, AMCT Clerk-Treasurer .bte Association of Municipalities of Ontario Association of Municipalities of Ontario OFFICE OF THE PRESIDENT September 15, 2006 fJ f~ Warden Paul Baldwin County of Elgin 450 Sunset Dr. St. Thomas, ON N5R 5V1 '? 0 ,?(Nllf:: &.. t~",iUiu toe: Dear Warden Paul Baldwin, j~n~jm~if'"'~'''l~\ 'rIVE SERVICES As you are aware, with the proclamation on June 30, 2006 of Bill 206, the new OMERS Act, AMO has a new and significant responsibility to represent municipalities and appoint municipal employer representatives to each of the OMERS Sponsors Corporation and Administration Corporation. AMO's Board considered the potential implications of bringing strong and persuasive representation and support to the municipal employer representatives against the potential impacts of doing either nothing or little. AMO's position is that a proactive, strategic approach with dedicated resources is the wisest course of action for municipal employers. On August 1~, 2006, many of you attended the AMO Special Meeting of OMERS municipal employers in Ottawa to discuss employer interests and AMO's proposal outlined in the discussion paper entitled "Bill 206 and OMERS: Meeting AMO's New Responsibilities; Investing in Municipal Interests". This was an important meeting that outlined the changes in AMO's obligations under Bill 206 - matters that extend beyond the Association's policy development and advocacy role and current resources. At this meeting, AMO sought general feedback as well as a confirmation of support to contribute to the AMO OMERS Special Fund as a source of dedicated funds to exclusively support OMERS-related activities. The attendance of over 300 municipal employers and strong support for AMO's position voiced at that meeting shows how seriously you take the issues concerning municipal employer interests in this new world of "pension bargaining". It also shows how committed you are to protecting the best interests of ratepayers in your communities. The AMO OMERS Special Fund is to be established annually based on the number of OMERS employees in each municipality, including transit and police employees. The funds will be administered as a separate and distinct business activity exclusively for OMERS related activities and AMO will fully and frequently report on this Fund to municipal employer participants. Attached you will find an invoice that outlines the respective contributions to the Special Fund for your municipality and instructions for payment. Thank you for your support and for participating in this important endeavour. If you have any questions, please contact Pat Vanini, Executive Director at 416-971-9856. Yours truly, o~ C{aIf Doug Reycraft President Attachment s' 393 University Ave., Suite 1701 Toronto ON M5G 1E6 Canada I E-mail: amo@amo.on.ca 1 www.amo.on.ca . Tel: (416) 971-98561 Fax: (416) 971-61911 Toll-free in Ontario: 1-877-426-6527 " ..bte Association of Municipalities of Ontario AMO OMERS SUPPORT FUND Accounts Payable Invoice No.: 200607-0-10707 Invoice Date: September 15, 2006 Due Date: October 15, 2006 County of Elgin 450 Sunset Dr. St. Thomas, ON N5R 5V1 BILLED TO AMOUNT County of Elgin # of OMERS Enrolled Employees*: 249 2006 amount: $1.73/employee 430.77 2007 amount: $5.06/employee 1,259.94 TOTAL: $1,690.71 * Data provided by OMERS based on information from your municipality. This figure includes police service and transit employees where applicable. VENDOR: AGGT NO: APPROVED BY: Please make cheque payable to: Association of Municipalities of Ontario Please direct billing inquiries to: Deborah Hannah, dhannah@amo.on.ca or 416-971-9856, Ext. 310 393 University Avenue, Suite 1701 Toronto, Ontario M5G 1 E6 Tel: 416-971-9856 Toll Free: 1-877-426-6527 Fax: 416-971-6191 {; E-Mail to Councillors and Heads of Councils RE: Provincial-Territorial Meeting on Infrastructure September 20, 2006 Administrative staff: Should this e-mail from Minister John Gerretsen reach you instead of the elected officials for whom it is intended, please forward it along. Thank you. Dear Heads and Members of Councils, Today in Yellowknife for a provincial-territorial meeting of ministers of local government, I presented federal Minister of Transport, Infrastructure and Communities, Lawrence Cannon, with a number of recommendations on infrastructure renewal. From Ontario's perspective, the priority is that the federal government address the fiscal imbalance in a way that is fair for all Canadians, including the 39 per cent who live in Ontario. Ontario must be allocated its fair share of infrastructure funding if Ontario and Canada are to continue to compete and prosper in a global economy. Ontario also supports the move to make the federal gas tax transfer to municipalities permanent. My colleagues and I made a number of other recommendations to Minister Cannon on federal infrastructure funding and program development, including greater consultation on program design, recognition of local priorities and respect for existing reporting and accounting mechanisms. I know many of you share our government's position on the fiscal imbalance issue. Infrastructure funding is an important component. To date, more than 100 municipal resolutions have been passed supporting Ontario's position on the fiscal imbalance. In the coming weeks, Minister Cannon will make recommendations to Finance Minister Jim Flaherty regarding the future of federal infrastructure programs which affect us all. I encourage you to join me in calling on these Ministers to deliver permanent, fairly distributed infrastructure funding to ensure our long-term economic and service sustainability. I hope you are finding these electronic updates useful. To change your contact information or to remove your name from the distribution list, please send an e-mail tojennifer.fong@mah.gov.on.ca (Ministry staff will not receive your e-mail if you simply reply to this message.) If you would prefer to receive my updates by fax, please let us know that as well. Finally, to reach me on ministry matters, please email me at minister@mah.gov.on.ca or send a letter to John Gerretsen, Minister Municipal Affairs and Housing 777 Bay Street, 17th Floor Toronto, ON M5G 2E5 Sincerely, John Gerretsen 1 Mr. Paul Baldwin Office of the Warden County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5VI . ., .._,."" " ---IV- 8""(1%1''''''''''='''' ;'(:'IF'\\h;-n;j,I'~'i''' t'- \10" w'Pf'::5 ~-';;s~_~'fo,~ ';'i;\,,~ ~ n i'iR Wo:ll a i9~ . Dear Mr. Baldwin: RE: The Decline of the Tobacco Industrv On behalf of Mayor Trainer, we enclose a copy of our letter submitted in regards to the above, as well as a list of recipients. Yours truly, /\ /)/ /: [,( lv{9'vs ArIa DOff Administrative Coordinator to the Mayor Enc!. 2 Cayuga Administration Office, 45 Munsee Street North, P.O. Box 400, Cayuga, Ontario NOA 1EO Phone: (905) 318-5932' Fax: (905) 772-3541 www.haldimandcountv.on.ca September 11, 2006 Honourable Diane Finley Minister of Human Resources & Social Development 70 Queensway West Simcoe, Ontario N3Y 2M6 Dear Honourable Diane Finley: The situation in tobacco country is grim. The rapid decline in the tobacco-growing sector continues to create hardship for farm families and our communities. In a complex society, the devastation in one industry sector is rarely without effect on several other sectors, and this is most definitely the case in Southwestern Ontario. For many years, our communities have relied significantly on the tobacco economy and the benefits of a thriving industry, ie jobs, taxes, and commercial sales on many fronts. The smallest crop in history is being grown this year and in dollar terms alone, this year's crop size will equate to approximately $60 million being taken out of the economy of the tobacco- . . growmg area. Our neighbours in Norfolk have enjoyed a very lucrative livelihood which they have shared with Haldimand County and has helped to boost our economy. That is now gone. The impact hurts Haldimand also. The Six Nations people are now growing tobacco themselves, purchasing from the auction exchange, or importing a product that is below the standards that our neighbours had to follow. This now creates a high health risk for all those who cannot kick the habit. It is our understanding that, in the Exit Strategy submitted by the Ontario Flue-Cured Tobacco Growers' Marketing Board, the Board has identified the needs of a producer as well asa need for programs and dollars that could minimize the deficiencies created by the elimination of tobacco production in our communities. We support the Board's strategy and would strongly encourage you to consider the urgency around this situation and bring a resolve to this matter by the fall of this year. All of us need to plan for the years ahead Chid that is difficult ifnot impossible to do, under the current circumstances. We look forward to hearing your thoughts on the above. Yours truly, J71~ Her Worship Mayor Marie Trainer t Cayuga Administration Office, 45 Munsee Street North, P.O. Box 400, Cayuga, Ontario NOA 1EO Phone: (905) 318-5932' Fax: (905) 772-2148 www.haldimandcountv.on.ca Provincial Contacts Honourable Dalton McG'uinty, Premier of Ontario Room 281, Main Legislative Building, Queen's Park, Toronto, ON M7A 1A1 Phone: (416) 325-1941 . Fax: (416) 325-3745 e-mail: dmcquintv.mpP.co@liberal.ola.orq Hori. Greg Sorbara, Minister of Finance Room 316, Main Legislative Building, Queen's Park, Toronto, ON M7A 1Y7 Phone: (416) 212-1022 Fax: (416) 212-1025 e-mail: qsorbara.mpp.co@liberal.ola.orq Hon. Leona Dombrowsky, Minister of Agriculture, Food & Rural Affairs 77 Grenville Street, 11th Floor, Toronto, ON M5S 183 Phone: (416) 326-3074 Fax: (416) 326-3083 e-mail: minister@omafra.qov.on.ca Hon. Joe Cordiano, Minister of Economic Development and Trade 900 Bay Street, 8th Floor, Hearst Block, Toronto, ON, M7A 2E1 Phone: (416) 325-6900 Fax: (416) 325-6918 e-mail: icordiano.mpp.co@liberal.ola.orq Federal Contacts The Right Honourable Stephen Harper, Prime Minister of Canada Room 309S, Centre Block, House of Commons, Ottawa, ON K1A OA6 Phone: (613) 992-4211 Fax: (613) 941-6900 e-mail: Harper.S@parl.qc.ca Hon. Chuck Strahl, Minister of Agriculture & Agri-Food Sir John Carling Building, 930 Carling Avenue, Ottawa, ON K1 A DC5 Phone: (613) 759-1059 Fax: (613) 759-1081 e-mail: StrahI.C@parl.qc.ca Hon. Jim Flaherty, Minister of Finance 140 0' Conner Sreet, Ottawa, ON K1 A OG5 Tel: (613) 992-6344 Fax: (613) 992-8320 e-mail: FlahertV.J@oarl.qc.ca Hon. Diane Finley, Minister of Human Resources & Social Development 70 Queensway West, Simcoe, ON N3Y 2M6 q Tllomt1' fJ'/Wfg./ltI' fl!#dlool ~mtJN IIGIN-SITHOMAS IllS 125 Edward Street S1. Thomas, Ontario N7G 4L9 Phone: (519) 637-3098 Fax: (519) 637-3484 E-Mail: office@thamesems.com 5 September 2006 Warden Paul Baldwin 450 Sunset Drive St. Thomas ON N 5R 5V 1 't.:) '. ~"~"",,'.vV""''] '," '~IVE Sii:MU!f1IEfI At;i,i~r~j:;) I AA i I!mil'" lij Iv!;\) REQUEST FOR AN ELGIN COUNTY FLAG Warden Baldwin, The Management and Paramedics at Elgin St.Thomas Emergency Medical Services, have started a Honour Guard in ordered to promote our public service and the image of Emergency Service Workers in our community. This Honour Guard consists of six paramedics dress in a formal uniform that attends community related events, memorial services, funerals, and grand openings. One of these events is occurring on 19 September 2006, at the grand opening and dedication of the Captain Dennis Redman Fire Station located in the north end of St. Thomas. The Honour Guard will be forming a flag party for this official ceremony. I would like to officially request a donation of an Elgin County Flag which this Honour Guard will fly during such events. I would like to ask that you present the flag to the Honour Guard. This presentation will be photographed and published in the St.Thomas, Times Journal. If you have any questions or concerns, please feel free to contact myself or Mr. Gordon Mathers, the Honour Guard Commander at 519631-5316. I wish to thank you for your consideration in this matter, and hope to hear from you soon. Sincerely, ik Operations Manager Elgin St. Thomas EMS 519637-3098 ext 2 /D CORRESPONDENCE - SEPTEMBER 26. 2006 Items for Information (Consent Agenda) 1) Hon. Leona Dombrowsky, Minister of Agriculture, Food and Rural Affairs, acknowledging the County's proposal for funding under Intake Three of the Canada- Ontario Municipal Rural Infrastructure Fund (COMRIF). (ATTACHED) 2) Jeremy Griggs, Manager, Provincial Offences Act Unit, POA Info Bulletin, with information concerning Ministry of the Attorney General's undertaking of a justice of the peace workload study. (ATTACHED) 3) Scott Davis, Pandemic Planner, with information concerning the Pandemic Influenza - Public Information Sessions in Elgin County. (ATTACHED) 4) Copy of "Part 1 Waste Management Master Plan" and "Part 2 Background to the Waste Management Master Plan". (ATTACHED) Ministry of Agriculture, Food and Rural Affairs Ministere de I' Agriculture, de l'Alimentation et des Affaires rurales ~ Ontario Office of the Minister 77 Grenville Street, 11 th Floor Toronto, Ontario M5S 1 B3 Tel: (416) 326-3074 Fax: (416) 326-3083 Bureau de la ministre 77, rue Grenville, 11 e etage Toronto (Ontario) M5S 1 B3 Tel.: (416) 326-3074 Telec.: (416) 326-3083 SEP 1 2006 SEl) C 73l]5 Mr. Paul Baldwin Warden County of Elgin Office of the Warden 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Dear Mr. Baldwin: Mr. Steve Peters, MPP for Elgin-Middlesex-London, has written to me in support of the County of Elgin's proposal to Intake Three of the Canada-Ontario Municipal Rural Infrastructure Fund (COMRIF) for the replacement of the Black Creek Hill Bridge on Plank Road in Bayham. I have noted Mr. Peters's support for your proposal, and have forwarded his letter to program staff for their review. Intake Three provides the remaining 16 per cent - about $93 million - of federal-provincial funding available under COMRIF. Your application has been received by program staff and is currently being evaluated using a competitive, merit-based process. Announcements with regard to approved projects are expected in the early part of 2007. Thank you for your interest in this important rural infrastructure initiative. Sincerely, ~AJ~+ Leona Dombrowsky Minister of Agriculture, Food and Rural Affairs c: Mr. Steve Peters, MPP Elgin-Middlesex - London Ministry Headquarters: 1 Stone Road West, Guelph, Ontario N1 G 4Y2 Bureau principal du ministere: 1 Stone Road West, Guelph (Ontario) N1 G 4Y2 Pick Ontario Freshness Cueillez la fraicheur de l'Ontario ~~2 \~~ """ ;;:;.::)-\\ J: POA - 18 - 096 POA Info Bulletin POA - 18 - 096 To: POA Municipal Partners Date: August 29, 2006 From: Jeremy Griggs, Manager, Provincial Offences Act Unit Re: Justice of the Peace Complement - Time Study As discussed at the Municipal Court Managers' Association's Annual Conference, the Ministry of the Attorney General has undertaken a justice of the peace workload study with the support of the Ontario Court of Justice. The purpose of the study is to determine the justice of the peace resources required to provide effective case resolution for the public and to increase the efficient operation of the courts. The study is intended to provide an objective, impartial assessment of the workload performed by justices of the peace. The workload study will build on initiatives undertaken to date respecting complement. This new study will capture information that has not been included in previous initiatives, including time spent on travel, research, administration and intake functions. It will help the ministry to determine the justice of the peace complement for the province. The consulting services of the National Center for State Courts (NCSC) have been retained to assist in conducting the workload study and developing a complement model. The NCSC is a private, non-profit organization founded in the early 1970s and is based in the United States. Its mission is to help courts to improve the administration of justice and better serve the public. The NCSC has the most extensive experience of any organization in conducting judicial workload studies, including studies for the Arkansas Supreme Court, Minnesota District Courts, Idaho District Court, United States Federal Immigration Court, as well as establishing the methodology for measuring judicial workload in Michigan, California and Florida. It is the only organization to have undertaken a workload study by tracking and analyzing the time spent on various judicial duties. The NCSC website (www.ncsconline.oro) has many research publications, including reports on judicial workload studies similar to the current Ontario justice of the peace workload study. The workload study includes a time study conducted between May 23, 2006 and June 18, 2006. Justices of the peace were asked to record time spent on their work and work-related activities, including travel, research and administration, whether at provincial court locations, municipal locations, or off-site. This time study data recorded by justices of the peace was submitted directly to the NCSC on a regular basis. The time study will provide a profile of the current workload of justices of the peace and the average time spent on various functions. This will be followed by a qualitative stage, during which the Court will assist in reviewing the results of the study and advising on how much time various functions 1 POA - IB - 096 should be taking. Best practices and any constraints on those practices will be considered in this qualitative review of the empirical data captured through the time study. Lastly, the time values for various functions established through the time study and adjusted through the qualitative review will be applied to the known existing and incoming workload to determine the justice of the peace resources required to provide effective case resolution. It is in the interest of Municipal Partners, the Court, the judiciary and the public, as well as the Ministry, to ensure that the courts have the resources necessary to carry out their functions in a reasonable and timely way. I trust that this information will be of assistance. Thank you for your continued support. Original signed by Jeremy Griggs Manager Provincial Offences Act Unit BULLETIN CONTACT INFORMATION For more information concerning this bulletin, please contact: Mr. Darrell Major Information Coordinator Provincial Offences Act Unit 700 Bay Street, 9th Floor Toronto. Ontario M6G 1 Z6 Tel: 416-314-6627 Fax: 416-326-2592 E-mail: darrell.major@jus.gov.on.ca 2 09/21/2005 15:37 519-531-2307 09/19/06 TUB 16:30 FAX 519 633 0468 ELGIN MANOR ELGIN ST. THOMAS lID PAGE 01/02 +,,-> ELGIN MANOR '$.I OU1 ~ = elgln ~--.. st. thomas ~ health unit J:lgin..St. Thomas Health Unit 99 edward St. St. Thoma91 ON N5P 1'Y'8 T= 519.631.3159 .xt.309 F~ 519.633.0468 ~~.elgfu-'~~altb.~!!!h~.~ liD'" SL '01......& pandemic Inllounza PLANNING Fax Cover Sheet Re; PANDEMIC INFLUENZA - Public Information Session Date: Tuesday September 19, 2006 To: Elgin - 8t. Thomas Community Stakeholders From; Scott Davis, Pandemic Planner Page 1 of2 , 1.1 As part of our information strategy we are conducting a number of Public Infortllation Sessions. "Are We Prepared?" will allow residents of our community to understand the basic concepts of influenza, pandemics and what the Elgin st. Thomas Health Unit is doing to prepare and respond to a pandemio. There are three initial sessions planned, all sessions running from 7:00 pm to 9:00 pm. September 27th - East Elgin Community Complex October 3~ - West Elgin Secondary School October 11 th - St. Thomas Community Complex. I am requesting your assistance to circulate or post the accompanying poster up in your office. If you have any questions please contact me by calling the Elgin St.Thomas Health Unit at (519) 631-3159 ext. 309 or emell at sdaviscmelginhealth.on.ca Sincerely; ~ Pandemic Planner Elgin st. Thomas Health Unit 519.631.3159 eX!. 309 DISTRIBUTION SLIP J Copy 0 FotwaJ:d ~dmin -- Mark o Finance - Linda ~ - Harley Other:~_ DATE: PI :;;../~ FROM: M.~liss~ EM a Libraries - Cathy Q Engineering - Clayton a IT ~~ AI Q Other: /1 0g/21/2005 15:37 51g-531-2307 09/19/06 TUB 16:31 FAX 519 633 0468 ELGIN MANOR ELGIN ST. TIlOMAS JlU +.H ~L{;lN lllANUI< PAGE 02/02 ~ VIIZ Elgin St.Thomas Pandemic Influenza PLANNING aIlI:P1 _, ~ _ i1~_.,. -. .,..:...I~ Pandemic Influenza Public Information. Sessions " Are We Prepared?" Understand basic concepts of influenza, pandemics and what the Elgin St.Thomas Health Unit is doing to prepare. Sept. 27th - East Elgin Community Complex Oct 3rd - West Elgin Secondary School Oct 11th - St. Thomas Community Complex All sessions held at 7:00 - 9:00 pm. www.etginhealth.on.ca.lpandemic Hosted by: ~ elgin ~ ~ st. thomas . health unit More Information: Scott Davis (519) 631.1950 ext. 309 /f2. REPORT to the COUNTY OF ELGIN and the CITY OF ST. THOMAS on WASTE MANAGEMENT PLANNING PART 1 . WASTE MANAGEMENT MASTER PLAN PART 2 BACKGROUND TO THE WASTE MANAGEMENT MASTER PLAN S.H. Janes & Associates December 1998 8 PART 1 WASTE MANAGEMENT MASTER PLAN If PARTl Section 1 Section 2 Section 2.1 Section 2.2 Section 2.3 Section 2.4 Section 2.5 Section 2.6 Section 2.7 Section 2.8 Section 2.9 Section 2.10 Section 3 Section 4 TABLE OF CONTENTS WASTE :MANAGEMENT MASTER PLAN Introduction Principles of the Waste Management Master Plan Responsibility for the Preparation of the Plan Responsibility for the Implementation of the Plan The Waste Management Plan for Elgin County and the City of St Thomas Tenn of the Plan Contracting out landfill and recyclable and organic material processing senices Contracting out Waste Management Facilities and Services Monitoring the Waste Management Plan and Services Basis for Service Charges Contingency Plan Updating the Waste Management Plan Waste Management Senice Area Considerations Summary of the Organizational Arrangements for Waste Management Senices ;S' Page 1 Page 1 Page 1 Page 1 Page 1 Page 3 Page 3 Page 3 Page 3 Page 3 Page 3 Page 4 Page 4 Page 4 I PART 1 WASTE MANAGEMENT MASTER PLAN 1. INTRODUCTION The County of Elgin and the separated municipality of the City of St. Thomas have undertaken to prepare a Waste Management Master Plan for the orderly and environmentally responsible management of solid waste generated within the County of Elgin and the City of St. Thomas. This Plan outlines the approach selected for the collection and disposal of solid wastes and for the collection and processing of recyclable and organic materials. The following sections set out the principals of the Plan and related matters. 2. PRINCIPLES OF THE WASTE MANAGEMENT MASTER PLAN 2.1 Responsibility for the Preparation of the Plan The County of Elgin and the City of St. Thomas are responsible for the preparation of a Waste Management Plan, which will be adopted separately by the County and City. The County, not having the legislative authority to adopt a Plan will recommend this Plan to local County municipalities for their consideration. 2.2 Responsibility for Implementation of the Plan Those municipalities who wish to adopt the Plan will implement the Waste Management Plan. Each will determine the range of services to be provided to their respective muni~ipality including:- the setting of collection schedules and the carrying out of these services, including the collection and disposal of mixed wastes; and the collection and processing of recyclable materials including organic materials and the manufacturing of compost. 2.3 The Waste Management Plan for Elgin County and the City of St. Thomas Collection and disposal of mixed wastes and the processing of recyclable materials and organic materials will be contracted out on an open public tender basis to the private sector. Responsibility for the delivery of waste management services will be divided between the participating County municipalities and the City of St. Thomas. The County and City have jointly assumed responsibility for the preparation of a Waste Management Master. The monitoring of waste management quantities will continue to be the responsibility of the local County municipalities and the City of St. Thomas. The following municipalities will be responsible for the delivery of waste management services within their respective jurisdictions: CITY · The City of St. Thomas COUNTY MUNICIPALITIES · The Municipality ofBayhamIPort BurwellNienna · The Town of Aylmer · The Municipality of Malahide/South Dorchester/Springfield /~ 2 . The Municipality of Central Elgin . The Township of Southwold . The Municipality of Dutton-Dunwich . The Municipality of West Elgin County municipalities, that have assumed waste management service contracts of the pre-merger municipalities, will enter into the necessary contractual arrangements to extend or otherwise modify these contracts. Providing for the delivery of collection and disposal services will be the responsibility of the local municipalities and may be contracted out by the local municipality to the private sector or carried out by the municipality. Contracts with the private sector will deal with the following: . landfill waste disposal . payment of royalties and other special fees to the hoSt and supporting municipalities; . identification and provision of transfer stations for public convenience in the east, west and central areas of the County and the posting of operating timetables and the char€ies, if any, for the materials received at the transfer station; . collection of mixed wastes, recyclable materials and organic materials from identified generators; posting of service schedules, collection arrangements for pick-up, and the provision of containers for organic collection where required; . . arrangements for the handling of municipal hazardous wastes; · processing and revenue from the sale of recyclable materials; . processing of organic materials and the manufacture of compost and its placement/sale; Local municipalities will determine the frequency of curbside collection of mixed wastes and recyclable materials. All urban areas will provide curbside collection services while the service to rural areas will be at the municipality's option. Municipal recyclable material collection services will, however, meet the 'Ministry of the Environment and Energy Regulation 101194, Schedules 1,2 and 3. The County will provide to the local municipalities a "template" agreement for the municipalities to consider in drafting their agreement with a waste management service supplier. In the west end of Elgin County two existing landfills, the Dunwich Landfill and the Aldborough Landfill, handle waste disposal for a service area that includes the new municipalities of Dutton-Dunwich and West Elgin. Based on Ministry of the Environment and Energy evaluations these sites have an operating life to at least 2002. These landfills will continue to be operated independently by each municipalities and upon closure these two local municipalities will determine their future arrangements for waste management and the disposal of wastes generated within each municipalities. In this regard it is recommended that consideration be given to entering into waste management contracts with the same supplier(s) serving other County local municipalities. It is recommended that the term of these future contracts mesh with the terms of the existing municipal waste management contracts and with any closure schedules determined for these landfills. The new municipalities ofDutton-Dunwich and West Elgin will be responsible for the closure and perpetual care management of their respective landfills. In order to resolve the question of site life and the requirements for closure and perpetual care, the municipalities should undertake to prepare Design and Operations (D&O) reports for the landfills and should submit these for the approval by the Ministry of EnvirOlilllent and Energy under Regulation 299 of the Environmental Protection Act. This would provide the basis for amendments to the current Certificates of Approval for these two landfills and would determine the approved capacity of these landfills and the rate of filling. /1 3 2.4 Term of the Plan The Plan is to be effective until June 30th, 2018. 2.5 Contracting out landfill and recyclable and organic material processing services The County and City will select, through an open public tender, a preferred supplier of landfill and waste processing services and will negotiate a cost effective arrangement with this supplier for the City and local municipalities for consideration by the City and by the local municipalities. The local municipalities will determine whether or not to accept this arrangement and, if accepted, it will be implemented by separate agreements between the local municipality and the service supplier. Subject to an agreement in respect to costs, the County and City will support the service supplier, in obtaining the necessary environmental and operational approvals from the MOEE, as it relates to the County. As it relates to the County and City, .local municipalities will not be bound to the preferred service supplier but will be able to obtain competitive proposals to satisfy their respective service requirements. The County and City will seek assurances that any preferred supplier of services selected and supported by the County and City will provide a guarantee of disposal capacity at a fair and reasonable costs for all waste generators in the County and City including all local municipalities and all commercial, industrial and institutional waste generators. Such guarantee will be incorporated into the Certificates of Approval granted to such service supplier. 2.6 Contracting out Waste Management Facilities and Services Mixed waste disposal, recycling and material processing facilities will be contracted out to the private sector. The County and City will not undertake to provide these services and all services will be contracted out except as currently provided in West Elgin and in Dutton-Dunwich. 2.7 Monitoring the Waste Management Plan and Services The City of S1. Thomas will monitor the Waste Management Plan and the provision of services in the City. Each local municipality in the County will be responsible for monitoring the provision and operation of its waste management services. 2.8 Basis for Service Charges The County and City, through an open public tender approach, will seek the most appropriate charge basis for the range of services included in the contract proposal and the basis for adjustment to these charges over the duration of the contract(s) to accommodate inflation and other costs beyond the supplier's control. These charges may be combined into an all-inclusive per household fee that covers all the services. Alternatively they may be based on separate functions such as collection and transportation to the point of processing and/or disposal with a separate contract for disposal and/or processing. 2.9 Contingency Plan The County and City will develop and adopt a Contingency Plan in the event that any waste management components for disposal and processing are interrupted. The Contingency Plan will provide for the following: · waste disposal and recycled material processing facilities approved by the MOEE to serve the County local municipalities and the City of S1. Thomas and which are capable of continuing the interrupted service. The County and City will support the expansion of service areas for municipal and If 4 privately owned landfills and other waste management facilities that may be licensed to handle El&in Countx and St. Thomas wastes; . subject to the collection contract arrangements entered into by the local municipality, waste disposal and processing facilities for local municipalities that include collection contracts and the provision of transfer stations in accordance with this Plan; 2.10 Updating of the Waste Management Plan The County and City will undertake a formal review of this Plan no later than June 30th, 2008 and June 30th, 2013 and will determine whether the County and City will continue: (i) to maintain the principals of the Plan, (ii) to continue with the contractual arrangements with the preferred service supplier for a following term, (ill) to alter the conditions of the service contract or; (iv) to terminate the contract and to initiate an alternative course of action. 3. WASTE MANAGEMENT SERVICE AREA CONSIDERATIONS Although the County and City authority in Waste Management is limited to the geographic area ofthe County of Elgin, it is recognized that the facilities owned by the private and municipal sector, which may provide services to the County and City, may provide a larger service area in order to be viable from an economic standpoint. Should these facilities require support from the County and City in order to obtain the regulatory approvals required to provide the-desired service, the County and City may provide this support. 4. SUMMARY OF THE ORGANIZATIONAL ARRANGEMENTS FOR WASTE MANAGEMENT SERVICES The County of Elgin and the City of S1. Thomas have undertaken to prepare a Waste Management Master Plan that clearly delegates the responsibilities for the provision of waste management services to the local municipalities and to the separated municipality of the City of St. Thomas. Local municipalities, that are now strengthened through mergers effective in 1998, will continue to be responsible for all aspects of waste management for their respective municipal areas. Responsibilities may be summarized as follows: County of Elgin/City of St. Thomas responsibilities to prepare a Waste Management Plan for local municipal consideration; to select a preferred waste management service supplier for consideration by the local municipalities including the City of St. Thomas; to prepare a Contingency Plan for consideration by local municipalities should their waste management services be disrupted; to support the establishment of alternative disposal services that could potentially accommodate the waste disposal needs of the County local municipalities and the City of S1. Thomas; /7 5 County of Elgin to recommend a preferred service supplier for consideratioh by the local County municipalities; to prepare and recommend a "template" waste management service agreement for consideration by the local County municipalities; Local County municipalities and the City of St Thomas to set local municipal standards for the supply of waste management services including local collection of mixed wastes; the collection of recyclable materials and organic materials; and the provision of transfer stations for general public and commercial use; to enter into contracts with the waste management industry to provide local waste management services; to monitor the provision of local waste management services; The above noted listing of waste management responsibilities will permit the County and the local municipalities, including the separated City of S1. Thomas, to efficiently and effectively implement the waste management master plan. ;(0